Why Work at BNL? 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.
BNL's Nonproliferation and National Security Department (NN) contributes to U.S. nuclear security and safeguards efforts by assisting in the development, analysis and assessment of policies that strengthen international regimes, collecting and analyzing data to identify trends and threats to the U.S. and international communities, developing and implementing new technologies to address existing and emerging threats, and strengthening the domestic and international institutions that form the framework of the nuclear non-proliferation and nuclear security regimes through training and engagement. The department's activities require subcontracts, valued at approximately $10 million, with a number of other domestic and international organizations (including public and private sector entities) and consultants.
The Nonproliferation and National Security Department seeks an Administrative Services Assistant to assist with management of department subcontracting activities and serve as Technical Representative for a subset of the department's subcontracts. The successful candidate will serve as a Liaison between the department and the Procurement and Property Management Division (PPM), the Business Operations Office, and the Quality Assurance representative and assist department staff in readying procurement packages for processing by PPM.
Position Requirements Essential Duties and Responsibilities:
Support principal investigators by assisting with the preparation of scopes of work, justifications for noncompetitive procurement, and level of effort memoranda, quality checking procurement documents, assembling procurement packages, advising them on the procurement process, tracking the status of web requisitions through the process, review proposals, and reviewing invoices. Follow up with relevant office when delays are encountered.
Review procurement packages prepared by other department staff members for quality and completeness per PPM guidelines.
Provide back up to the Chair for weekly department meetings with PPM that are attended by department contract representatives and the PPM Liaison and are held to review the status of department procurement actions, This includes running the meetings in the Chair's absence and maintaining the department's list of pending subcontracts.
Maintain the established department spreadsheet and use it to track contracts from the identification of need through placement of the contract to identify choke points and prevent delays.
Maintain own required training, including contract administration training, current
Required Knowledge, Skills, and Abilities:
Some form of secretarial or office administration training, plus eight years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the particular knowledge, skills, and abilities necessary to perform successfully the duties of the position. A bachelor's degree in a business field with coursework, or training, specifically related to the position requirements may offset qualifying experience, with the exception of the two years' experience at BNL in the current or similar role, which cannot be offset by a bachelor's degree.
Ability to work with principal investigators to prepare procurement documents, including, scopes of work, justifications for noncompetitive procurement, and level of effort memoranda and evaluate subcontractor proposals and invoices
Ability to work with engineering and scientific staff and synthesize technical information into statements of work and level of effort justifications
Ability to track subcontract expenditures and periods of performance
Able and willing to receive direction from senior staff and Group Leaders
Solid skills in Microsoft Office products, including Word, Excel, and Outlook
Clear and concise verbal and written communication skills
Strong interpersonal skills
Strong organizational skills
Preferred Knowledge, Skills, and Abilities:
Bachelor's degree in business administration, accounting or a related field
Experience in contract administration and preparation of procurement packages
Knowledge of BNL's business policies and practices
Experience using the PeopleSoft or other computer-based financial system
Strong project management skills
Knowledge of US nuclear nonproliferation activities.
Environmental, Health & Safety Requirements:
The main scope of work will take place in an office environment. The successful candidate may be required to enter BNL laboratories and comply with safety requirements such as completing required trainings, interpreting laboratory safety information postings, and wearing appropriate personal protective equipment.
While not required, the ability to obtain and maintain a DOE assess authorization (Q) clearance is desirable.
Brookhaven National Laboratory (BNL) is an equal opportunity employer that values inclusion and diversity at our Lab. We are committed to ensuring that all qualified applicants receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a veteran, disability or any other federal, state or local protected class.
BNL takes affirmative action in support of its policy and to advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities. 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
Internal Number: 2714
About Brookhaven National Laboratory
Brookhaven National Laboratory is a multipurpose research institution funded primarily by the U.S. Department of Energy’s Office of Science. Located on the center of Long Island, New York, Brookhaven Lab brings world-class facilities and expertise to the most exciting and important questions in basic and applied science—from the birth of our universe to the sustainable energy technology of tomorrow. We operate cutting-edge large-scale facilities for studies in physics, chemistry, biology, medicine, applied science, and a wide range of advanced technologies. The Laboratory's almost 3,000 scientists, engineers, and support staff are joined each year by more than 4,000 visiting researchers from around the world. Our award-winning history, including seven Nobel Prizes, stretches back to 1947, and we continue to unravel mysteries from the nanoscale to the cosmic scale, and everything in between. Brookhaven is operated and managed by Brookhaven Science Associates, which was founded by the Research Foundation for the State University of New York on behalf of Stony Brook University, and Battelle, a nonprofit applied science and technology organization.