Administrative Secretary

The Condensed Matter Physics and Materials Science Division (CMPMSD) within the Energy and Photon Sciences Directorate has an opening for a Senior Administrative Secretary/Administrative Assistant to provide support to various scientific groups in the Division. The field of Condensed Matter Physics and Materials Science integrates the knowledge and tools of chemistry and physics with the principles of engineering to understand and optimize the behavior of materials, as well as to create new and improved materials to help fulfill the missions of the U.S. Department of Energy.

Position Description

Reporting to the CMPMSD Administrative Group Leader, the successful candidate will serve as the administrative point of contact for scientific groups in the Condensed Matter Physics and Materials Science Division, providing a broad range of administrative support. Administrative support to include but not limited to processing travel, procurement, shipping, publication processing, credit card holder, conference management, and office management. This position has a high level of interaction with an international and multicultural scientific community.

Brookhaven National Laboratory and the Energy and Photon Sciences Directorate are committed to your success. We offer a supportive work environment and the resources necessary for you to succeed.

Essential Duties and Responsibilities:

• Responsible for assisting staff in the coordination and direction of all functional administrative office practices, policies, and procedures.

• Process domestic and international travel.

• Coordinate and schedule meetings using Zoom, Teams, and Outlook.

• Process guests/visitors for onsite access and onboard new hires in assigned groups.

• Maintain office supplies and copy machine maintenance.

• Clear and concise verbal and written communication skills, and attention to detail.

• Ability to work independently and exercise a high degree of discretion and judgement in a highly scientific fast-paced multicultural environment.

• Ability to function as a member of a team.

Required Knowledge, Skills, and Abilities:

• Some form of secretarial or office administration training, plus six years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to perform successfully the duties of the position. An associates or bachelor's degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years.

• Ability to work under pressure, balance priorities, and perform multiple tasks.

• Proficient in web-based tools and Microsoft applications: Word, Excel, PowerPoint, Outlook, Adobe Professional, SharePoint.

• Be able to handle non-routine office matters.

• Agility with emerging technologies.

Preferred Knowledge, Skills, and Abilities:

• At least four (8) years of experience, showing progressively more complex responsibilities in a relevant administrative role. (A bachelor's degree in a business-related discipline may offset qualifying experience on a basis of 2:1 (experience:college), as would an associate degree with a minimum of two (2) years related experience).

• Knowledge of BNL Policies and Procedures related to CMPMS Division responsibilities.

• PeopleSoft Financials

• Workday

• Concur

Other Information:

• Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. This is a multi-level role and the full salary range for this position is $55800 - $95200 / year. You will be placed at the level and salary commensurate with your experience. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.