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Brookhaven National Laboratory Documentation Control Administrative Services Assistant in Upton, New York

Documentation Control Administrative Services Assistant

  • Job ID #: 2587

  • Position Type: Full Time - Regular

  • FLSA: Non Exempt

  • Job Category: Administrative

  • Department: ADCR-Design

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Why Work at BNL?

Brookhaven National Laboratory ( 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.

Organizational Overview

The mission of the Collider-Accelerator Department (C-AD) is to operate, maintain, improve, and upgrade the suite of electron, proton, and heavy ion accelerators used to carry out a program of accelerator-based experiments at Brookhaven National Laboratory (BNL). To support this program, the C-AD must design, fabricate, assemble, test, install, and operate unique research equipment to generate, transport, transfer, accelerate, focus, track, collide, and absorb high intensity particle beams up to energies of 250 GeV. This includes a combination of custom designed and built parts and vendor produced components developed by a collaboration of the C-AD scientific, engineering, and technical staff. The C-AD supports an international user community of over 1,500 scientists. The C-AD performs all these functions in an environmentally-responsible and safe manner, under a rigorous conduct of operations approach.

Position Description

The Collider-Accelerator Department has an opening for a Documentation Control Administrative Services Assistant. The position requires reviewing all incoming engineering and part-affecting documentation such as drawings, engineering change forms, assembly, and test procedures to ensure that they are accurate and follow the established processes for document release and changes.This position has a high level of interaction with an international and multicultural scientific community.

Essential Duties and Responsibilities:

The Duties include, but not limited to:

  • Responsible for managing and processing document workflow for day-to-day document requests through the entire document lifecycle (new, revised, obsolete, etc.)

  • Must consistently adhere to all proper C-AD document control procedures, work instructions and policies while performing assigned document control tasks/duties

  • Perform administrative reviews (typo checks, grammar checks, proper formatting, pagination checks, missing information) on all documents processed within the C-AD document control and must possess the ability to edit accordingly to ensure accuracy and completeness

  • Process and track Engineering Change Notices (ECNs)

  • Responsible for the issuance and retrieval of hard copy documents and files as needed

  • Supports the document retention program per applicable procedures and work instructions

  • Supports the document archival/destruction program per applicable procedures and work instructions

  • Supports audit documentation requests

    Position Requirements

  • Minimum four (4) 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 perform successfully the duties of the position

  • A bachelor’s degree in a business field, with coursework or training, specifically related to position requirements may offset qualifying experience on a basis of 2:1 (experience: college) years, as would an associate degree with a minimum of two years related experience

  • Must be competent in Microsoft Office Suite (Work, Excel, Outlook, database entry, Access)

  • Proven knowledge of current document control best practices

  • Must possess proven ability to work with copiers, scanners, printers, digital cameras for documentation completion andprocessing

  • Strong attention to detail and ability to work under minimal supervision with a high degree of accuracy

  • High level of competence in performing complex administrative or office duties including relevant word and information processing software in a customer service environment

  • Ability to multitask with high degree of accuracy

  • Administrative review and editing skills necessary

  • Strong interpersonal/communication skills capable of delivering customer requests in an efficient and timely manner

    Preferred Knowledge, Skills, and Abilities:

  • Possess training and/or experience with electronic data bases such as Windchill, Vault, or Access

    Environmental, Health & Safety Requirements:

  • Ability to operate a copying and scanning machine, lift 15 pounds, and fold and file drawings

    Other: At Brookhaven National Laboratory we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:

  • Medical, Dental, and Vision Care Plans

  • Flexible Spending Accounts

  • Paid Time-off and Leave Programs (vacation, holidays, sick leave, paid parental leave)

  • Lab-funded Retirement Plan

  • 401(k) Plan

  • Flexible Work Arrangements

  • Tuition Assistance, Training and Professional Development Programs

  • Employee Fitness/Wellness & Recreation: Gym/Basketball Courts, Weight Room, Fitness Classes, Indoor Pool, Tennis Courts, Sports Clubs/Activities (Basketball, Ping Pong, Softball, Tennis)

    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