Administrative Specialist

The Office of the Director is seeking an Administrative Specialist for a 12-month fixed-term appointment to provide comprehensive administrative support within the Director's Office.

The successful candidate will primarily support the Deputy Director for Science and Technology (DDST) while also contributing to the broader administrative needs of the Office of the Director. As a key member of the administrative team, the Administrative Specialist will serve as a professional representative of the DDST and the Director's Office at Brookhaven National Laboratory.

This role requires the ability to manage diverse, complex, and often competing priorities with discretion, professionalism, and attention to detail. The Administrative Specialist will play a critical role in ensuring the effective operation of the Director's Office by supporting the DDST in their leadership responsibilities and maintaining smooth office functions.

As the first point of contact for the DDST office, the incumbent will exercise professionalism, discretion, confidentiality, and prioritization in all responses and communications. Communications will be with a broad range of internal and external contacts, including but not limited to, Dept of Energy (DOE), Brookhaven Site Office (BHSO), Stony Brook University, NYS Government Agencies, Battelle, and other National Labs.

Essential Duties and Responsibilities:

• Independently manage an extremely active calendar of appointments, meetings, and calls, both planned and spontaneous. Respond to circumstances in the absence of the DDST and interface with senior department and Laboratory leadership on sensitive matters.
• Coordinate group meetings, including developing agendas, presentations, and logistics.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the DDST, including those of a sensitive and/or confidential nature.
• Communicate directly and/or draft correspondence on behalf of the DDST including:
  • Gathering and analyzing data
  • Preparation of reports, memos, letters, presentations, organizational charts, and other relevant documents
  • Preparation of meeting minutes
• Serve as the point of contact for DDST departmental procurement, property, and safety programs and initiatives.
• Attend staff, operations, and project-based meetings and assist the DDST with follow-up communications and actions.
• Independently lead and manage complex administrative and special projects.
• Collaborate with other senior leadership administrative staff to ensure the transmittal of requests, guidance, or information.
• Work closely with management on sensitive and confidential matters, and organizational activities.
• Manage travel (domestic/international), expenses, and trip/meeting itineraries for the DDST and direct reports, as needed.
• Provide advice and guidance on policy and operational matters to the DDST and their direct reports.
• Serve as centralized avenue for and resource to the needs of all DDST staff.
• Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors.

Required Knowledge, Skills, and Abilities:

• At least twelve (12) years of experience in substantive and relevant administrative and/or office management roles.
• An associate or bachelor's degree may offset qualifying experience on a basis of 2:1 (experience: college) years.
• Excellent time management, multi-tasking, organization, and planning skills (including anticipating and initiating).
• Advanced verbal and written communications. Excellent interpersonal skills; collaborative, team-orientation.
• Solid research, problem analysis, creative problem-solving, judgment and decision-making skills.
• Excellent attention to detail.
• Highly proficient in Microsoft Office Word, Excel, PowerPoint, Outlook, and SharePoint, and in PeopleSoft HR/PeopleSoft Financials or similar Human Resource/Financial Management systems and be agile with emerging technologies.
• Ability to handle deadlines and pressure situations.
• Professional, diplomatic, discreet and confidential manner.

Preferred Knowledge, Skills, and Abilities:

• Experience working in a C-Suite office.

Environmental, Health & Safety Requirements:

• Able to lift up to 30 lbs.

Other Information:

• 12-month term position.
• Five days on-site.
• Occasional travel may be required.

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $80300- $120400 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.