Sr Admin Assistant

Organization Overview:

Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory (BNL) is a U.S. Department of Energy (DOE) funded National Quantum Information Science Research Center.  C2QA is a 28-institution collaboration led by BNL, advancing materials and modular quantum architectures to enable scalable, fault-tolerant quantum systems.

BNL’s Energy Sciences Department (ES) conducts multidisciplinary research spanning across chemistry, condensed matter physics, materials science, nanoscience, and quantum information science in support of the DOE Office of Science mission.

Position Overview:

C2QA is seeking a Senior Administrative Assistant to provide high-level support to the C2QA and Energy Sciences Director’s Office and external partners. This position will primarily support C2QA (~75%), with additional responsibilities supporting the Energy Sciences Department (~25%). 

In this role, you will serve as a senior administrative partner to the C2QA and Energy Sciences Director, coordinating priorities and driving execution across a complex, multidisciplinary research environment.  Working closely with the C2QA Chief Operating Officer (COO) and Energy Sciences Assistant Director for Program Operations, you will connect people, information and processes to ensure that key activities, decisions, and deliverables move forward effectively.

Essential Duties and Responsibilities

Executive and Administrative Support:

• Serve as the administrative business partner to the C2QA and ES Director, providing executive-level support and coordination, including confidential matters.
• Manage a complex executive calendar for the C2QA and ES Director, coordinating priorities across Laboratory Leadership, DOE, and external partners. 
• Coordinate travel authorizations (domestic and foreign), expense reports, and miscellaneous payments on behalf of the C2QA and ES Director, COO, and external members.
• Coordinate major C2QA reporting and data submissions, including budget requests, year-end reporting, and DOE/C2QA review materials by driving schedules, collecting input across contributors, tracking deliverables, and ensuring timely and accurate submission.
• Independently coordinate responses to time-sensitive requests for information, planning, and administrative action, exercising judgement in prioritizing and escalating issues as appropriate.
• Ensure all C2QA and ES administrative functions operate efficiently and in compliance with Laboratory policies.

Program Coordination:

• Track and maintain data for the C2QA program including publications (including data entry into the Scientific and Technical Information (STI) system) and Intellectual Property.
• Liaison between C2QA/ES leadership and stakeholder relations and web services on communications (i.e., press releases & media), external and intranet website content, and create review timelines to ensure content is ready for senior level review.
• Oversee the logistics of major C2QA events, such as large All-Hands meetings and Workforce Development programs (i.e., Quantum Thursday’s Seminar Series, trainee summer courses, career fair, onboarding/offboarding of postdocs and students, disseminating center announcements - etc.  – both in-person and virtual) as well as coordinating ES All-Hands meetings and other events.
• Oversee guest registrations for both C2QA and ES areas, ensuring timely approval and compliance with BNL access requirements.
• Serve as the point of contact for records management, conference room reservations, workspace coordination, and facility requests (i.e., custodial scheduling, work orders, space assignments for new hires and guests).
• Develop, implement, and continuously improve administrative processes and procedures to enhance overall organizational effectiveness.
• Build effective working relationships across C2QA partner institutions, Energy Sciences, BNL, DOE stakeholders, and other external partners to coordinate activities and resolve administrative and operational matters.
• Coordinate the resolution of complex administrative issues involving personnel, procurement, safety, training, facilities, and other business functions, engaging appropriate SME’s and senior management as needed.

Required Knowledge, Skills, and Abilities:

You will have:

• Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus ten 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 successfully perform the duties of the position.
• Skills and abilities should include time management and multi-tasking; organization and planning; verbal and written communication; information gathering and monitoring; problem analysis and problem solving; judgement and decision-making ability, initiative, and confidentiality.
• Must be highly proficient in Microsoft Office Suite, with experience using SharePoint; and proficient with PeopleSoft HR/PeopleSoft Financials, or similar Human Resources/Financial Management systems.
• 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

Preferred Knowledge, Skills, and Abilities:

• Bachelor’s Degree in a related business field

• Experience working in a research and development center at a national laboratory or similar scientific environment, supporting the administrative needs of research scientists.
• Proven ability to investigate and resolve operational or administrative matters on behalf of management with discretion and initiative.
• Demonstrated experience organizing and managing the logistics of major events, such as large committee meetings or workshops.
• Familiarity with BNL’s Guest Management System (G.M.S.) and Training Management System (TMS) and the Guest, User, Visitor (GUV) center policies.
• Knowledge of Laboratory procedures, DOE requirements, and federal administrative policies.

Additional Information:

• This is a fully onsite position located at Brookhaven National Laboratory in Upton, NY.
• This position is not eligible for visa sponsorship.  

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

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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

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