Administrative Assistant

Administrative Assistant

The Production Division at Brookhaven National Laboratory is seeking an Administrative Assistant. This individual is responsible for assisting Division management in the coordination and direction of all functional administrative office practices, policies, and procedures.

This position reports to the Manager of Production Division. The hours of operation are Monday-Friday 8am to 4:30pm.

Essential duties and responsibilities include:

• Providing office management and administrative support to the Production Manager, General Supervisor, and Multi-Trade Supervisors with tasks such as correspondence, reporting, file management, travel arrangements, and ordering supplies.
• Identifying and resolving complex problems within own work area or project.
• Advising management on administrative processes.
• Preparing monthly recycling report for recyclables, garbage, cardboard, and construction & debris (C&D).
• Main point of contact for monthly onsite shredding services contract. Handling special requests for temporary bins and/or addition or removal of bins.
• Confirming required training and maintaining spreadsheets of all contractors to ensure required training and contractor badges remain current.
• Primary contact for the Ricoh copy machines; ordering supplies and placing service requests.
• Serving as the administrator for the manlift site, responsible for the addition/deletion of users, quarterly reporting and annual inspection dates.
• Responding to internal and external requests for information and guidance within the Production Division.
• Reviewing documents, policies, standards, guidelines, procedures, and requirements to ensure compliance with laboratory objectives, laws, regulations, and good business practices.
• Coordinating efforts with related functions and activities to avoid conflicting/duplicative guidance, efforts, and instructions.
• Serving as records representative for the division.
• Serving as Division Guest Information System (GIS) Coordinator. Reviewing all guests, updating information, and completing approval process for badging applications.
• Serving as Guest Registration Department backup for the following departments:
  Energy & Utility (EU), Facility Management (FM), and Planning (PL).
• Identifying, reporting, and protecting all intellectual property (IP), personally identifiable information (PII) and other proprietary information.
• Coordinating and reserving lab required travel, as needed.
• Purchasing supplies using eBuy, ePro, lab issued credit card or via internal stores inventory for the department, as well as for other departments in the Facilities & Operations Directorate (F&O), if needed as backup.

The responsibilities listed above represent the primary functions of the position and are not intended to be an exhaustive list of every duty that may be assigned.

Required knowledge, skills, and abilities:

• At least eight (8) years of experience in substantive and relevant administrative, secretarial, and/or office management roles which provide evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position or
• Associate or bachelor's degree in a related business field or equivalent experience, generally calculated at a 2:1 ratio (experience: college) years.
• Strong written, verbal communication, and interpersonal skills.
• Proven ability to work in collaborative, team-oriented environment.
• Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.
• Ability to exercise sound judgement with advanced problem-solving and decision-making skills.
• Discretion in handling confidential and/or highly sensitive matters.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teams and Workday.
• Demonstrate commitment to working safely, acting ethically, and taking personal accountability for operational excellence.

Preferred knowledge, skills & abilities:

• At least eight (10) years of experience in substantive and relevant administrative, secretarial, and/or office management roles which provide evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position or
• Associate or bachelor's degree in a related business field or equivalent experience, generally calculated at a 2:1 ratio (experience: college) years.
• Proficient in use of People Soft HR and People Soft Financials or similar Human Resources/Financial Management systems.
• Knowledge of Laboratory requirements related to…