Sr. Administrative Services Specialist

The BNL Field Intelligence Element (FIE) oversees, coordinates, and manages US Intelligence work and assets at Brookhaven National Laboratory. The FIE also interfaces with BNL’s national security components. The FIE has an opening for an Administrative Services Assistant to be responsible for the administrative duties of the office.  This position will have a high level of interaction with an international, multicultural scientific community. 

Position Description

Essential Duties and Responsibilities:

Perform administrative duties for the FIE staff and office which will include:    

• Document preparation, editing including emails.  

• Domestic travel arrangements with subsequent expense reports.

• Plan and preparation for guests and visitors.

• Procurement using institutional requisitions and purchasing procedures.

• Serve as the point of contact between internal management, industry partners, contractors, and government agencies.

• Maintain accurate, well-organized records and files using systematic procedures.

• Record and manage meeting minutes.

• Develop, organize, and maintain online file system using SharePoint.

• Track and manage property, equipment, and supplies. This includes inventory records, asset accountability, and periodic reconciliation.

• Assist project management with tracking and scheduling work orders life cycle.

• Coordinate with trades and maintenance staff.  

• Manage communication with outside contractors and vendors. This includes scheduling, documentation, access arrangements, and status updates. 

Required Knowledge, Skills, and Abilities:

• Minimum of six years of experience in substantive and relevant administrative or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to perform successfully the duties of the position.

• An associate or bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years.

• Demonstrate ability to effectively and clearly communicate via verbal and written methods in person and virtually.  

• Computer literacy, especially with Microsoft Office 365.  

• Ability to work independently and exercise a high degree of discretion and judgment in a fast-paced multi-cultural environment.  

• Attention to detail and ability to manage time and projects efficiently.  

• Experience in scheduling meetings, preparing agendas and hosting visitors.  

• Ability to balance competing priorities and perform multiple tasks.  

• Ability to prepare domestic travel authorizations and expense reports for group staff members.  

• Self-motivation and ability to function as a member of a team.  

• Valid driver's license  
• Must be a US Citizen

• Must be able to obtain and maintain a security clearance.  

Preferred Knowledge, Skills, and Abilities:

• Experience processing purchase orders and contract requisitions through an enterprise online procurement system.  

• Expertise in drafting, reviewing, and editing technical reports to ensure precision, clarity, and compliance with established standards.  

• Demonstrated ability to operate effectively within the frameworks, policies, and procedures of government or government-adjacent organizations.

• Familiarity with PeopleSoft and the ability to generate queries and reports.

• Familiarity with Workday.

Other Information: 

• This is an on-site position located at BNL.

• This is a Testing Designated Position. Employees in DOE-defined Testing Designated Positions (TDPs) are subject to drug testing, including pre-placement, random, reasonable suspicion, occurrence, post-accident, and follow-up drug testing.

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $60,000 - $87,000 / year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.  

Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program

Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory – view more information at www.bnl.gov/real-id.  This is due to nationwide identification requirements for federal site access as required by the federal REAL ID Act.  Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews. 

As a U.S. Department of Energy laboratory, Brookhaven National Laboratory requires employees to obtain and maintain a DOE Uncleared Personal Identity Verification (UPIV) credential in accordance with Homeland Security Presidential Directive 12 (HSPD-12) requirements. The credentialing process is completed as part of onboarding and enables access to DOE facilities and information systems. As a condition of employment, the selected candidate must be able to obtain and maintain a UPIV credential. These requirements are established under DOE Order 206.2 Chg. 2, Identity, Credential, and Access Management (ICAM- Identity, Credential, and Access Management (ICAM)), and DOE Order 473.1A- Physical Protection Program- Physical Protection Program.

About Us

Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation’s future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy’s (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University. BSA salutes our veterans and active military members with careers that leverage the skills and unique experience they gained while serving our country, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory.

Equal Opportunity/Affirmative Action Employer

Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.  *VEVRAA Federal Contractor

BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file