Administrative Assistant

Organization Overview: The Center for Functional Nanomaterials (CFN) at Brookhaven is a DOE-funded national scientific user facility, offering users a supported research experience with top-caliber scientists and access to state-of-the- art instrumentation. The CFN mission is advancing nanoscience through frontier fundamental research and technique development and is the nexus of a broad collaboration network. Each year, CFN staff members support the research of nearly 700 external facility users.Position Overview: The CFN is seeking an accomplished professional to join our administrative team as an Administrative Assistant. In this vital role, you will help ensure day-to-day operations run smoothly and efficiently for CFN scientific groups by providing direct administrative support to group leaders and scientific staff. Operating in a fast-paced and dynamic environment, you will use your excellent verbal and written communication skills to independently collaborate with colleagues, clients, and stakeholders across the CFN, the broader BNL community, and external organizations. You will also bring a strong interest in leveraging technology to streamline and improve administrative processes. You will report to the Administrative Team Leader as a member of the CFN administrative operations group.Essential Duties and Responsibilities: You will have these roles and responsibilities: * You will directly ensure the day-to-day administrative functions for the CFN scientific groups you support run smoothly and efficiently; and directly support tasks including; scheduling, coordinating domestic and foreign travel, procurement, budgeting, and other activities. * You will coordinate staff Human Resources and Talent Acquisition activities for the groups you support, including job postings, interview logistics, new hire relocation support and onboarding. * You will coordinate and assemble important CFN reports, including quarterly and year-end reporting, and scientific and operations program reviews, by organizing and driving schedules for receiving input from group leaders, compiling inputs into the appropriate format, and verifying documents for accuracy. * You will serve as the Guest Information System (GIS) Administrator, coordinating guest and visitor information processes in accordance with BNL procedures and the U.S. Department of Energy (DOE) requirements. * You will serve as the CFN Training Coordinator, working with managers and Training and Qualifications to identify and communicate staff training needs, create and maintain job training assessments (JTAs), support implementation of training standards and development as appropriate, and maintain departmental training records. * You will proactively identify opportunities to improve CFN-wide administrative processes and collaborate with stakeholders to develop, implement, and maintain practical workflows and digital tools. * You will contribute to special projects and assume additional administrative process responsibilities as organizational needs evolve. Required Knowledge, Skills, and Abilities: You are qualified for this role if: * You have at least eight (8) years of progressively responsible experience in a relevant administrative role. 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. * You have proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (Microsoft 365), and the ability to learn SharePoint and other business applications. * You communicate clearly and concisely, both in writing and speaking. You are organized and pay keen attention to detail. You effectively manage professional relationships using your interpersonal skills. * You have demonstrated initiative, sound judgment, and problem-solving skills, with the ability to anticipate administrativ