Administrative Assistant

The National Synchrotron Light Source II (NSLS-II) and Laboratory for Biomolecular Structure (LBMS) are user facilities within the Energy and Photon Sciences Directorate at NSLS-II. More than 2,000 scientists per year use these facilities to perform state-of-the-art synchrotron and cryo-electron microscopy experiments. As such, the facilities host approximately 25 virtual, onsite, and hybrid conferences, workshops, symposia, and training courses throughout the year. The selected candidate will serve as the event coordinator for NSLS-II and LBMS, as a member of the User Services, Communications, Education, and Outreach (USCEO) team at NSLS-II. The candidate will be responsible for coordinating and implementing these events at the NSLS-II and LBMS facilities.

Essential Duties and Responsibilities:

• Act as primary point of contact for all conferences, workshops, symposia, and training courses at NSLS-II and LBMS.

• Responsible for coordinating all conference logistics, including agendas, website, speakers, sponsors, travel, housing, food services, local catering venues, conference rooms, audio visual needs, online conference platforms, transportation, posters and other advertising, etc.

• Responsible for coordinating hands-on support during the events.

• Responsible for preparing workshop feedback surveys, compile responses and generate a report for organizers based on responses.

• Responsible for developing and tracking budgets for all events hosted by NSLS-II and LBMS.

• Responsible for tracking receipts, managing payments, and preparing close out documentation.

• Support the USCEO group in handling NSLS-II and LBMS user appointments, questions, and needs.

Required Knowledge, Skills, and Abilities:

• Bachelor's degree in accounting, business, or other relevant field, or equivalent experience, generally on the basis of 2:1 (experience: college) years plus 4 years related work experience.

• Ability to provide an excellent customer service experience to a globally diverse population and interact at all levels throughout the Laboratory.

• Must have impeccable organizational skills and the ability to adapt quickly in an environment with short deadlines.

• Ability to work independently within established procedures and guidelines.

• Must have excellent writing and communication skills with a high attention to detail.

• Ability to work off-hours, especially during events.

• Proficiency in Adobe Acrobat, Zoom, and MS Office 365 to include Word, Excel, Outlook, PowerPoint, SharePoint, and Teams.

• US citizenship required to access DOE databases.

Preferred Knowledge, Skills, and Abilities:

• Knowledge of budget preparation, reconciliation, and allowable vs. unallowable costs at BNL

• Experience with credit card purchases, e-Pro, web requisitions and/or BSA miscellaneous payments.

• Knowledge of the BNL guest registration process including training, badging, access cards, and dosimetry badges

• Working knowledge of the operations and processes at DOE user facilities.

• Experience with Quick Books, PeopleSoft, C-cure, CONCUR and/or DocuSign.

Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $67,250 - $85,000 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.