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About the Role

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.

Responsibilities

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.
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.

Requirements

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 be successful.
Demonstrated ability to coordinate complex activities involving multiple organizations, stakeholders, and competing priorities, with a high degree of independence, judgement, and follow through.
Demonstrated commitment to fostering a safe, inclusive, compliant, and professional work environment.

Skills

Microsoft Office Suite
SharePoint
Zoom
Survey platforms
Other collaborative technologies
Project management
Decision-making
Communication
Interpersonal skills
Written correspondence
Confidentiality
Problem-solving

Location

Upton, NY

Work Type

Onsite
Fully onsite

Experience Level

Ten years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work
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.

Education Level

Associate or bachelor’s degree

Benefits

Comprehensive employee benefits program

About the Company

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.
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

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
BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A.
You will be asked to disclose any such participation at the time of hire for review by Brookhaven.
The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file