Senior Administrative Services Assistant

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Department/Division/Group Information(optional):

The Facilities & Operations (F&O) Directorate's mission is to enable great science. The Guest Services Division, one of 8 divisions within the F&O Directorate, provides services that support and assist the world-class scientific research performed at Brookhaven National Laboratory (BNL), including housing, food, transportation, mailroom, and conference services. Guest services are available to all BNL divisions, departments, guests, users, and visiting researchers.

Position Description

The Guest Services Division, Housing Office, is seeking a Senior Administrative Services Assistant.

This position reports to the Guest Services Division Housing Services General Supervisor.

Position Requirements

Essential Duties and Responsibilities:

Supporting the Housing Office, the Senior Administrative Services Assistant will:

• Perform daily front desk operations, including opening and closing procedures
• Review People Soft Financials, Workday, and other Housing Management Systems to verify guest information and department accounts
• Balance daily audits, 469 Reports, and cash drawer
• Perform record keeping, generate billing, and process payments
• Create monthly billing schedules and Housing Agreements for long term visitors
• Manage guest reservations and check in/out procedures
• Correspond with all departments, including the Guest, User, Visitor (GUV) Center, Laboratory Protection, and Facilities and Operations
• Use software such as RDP Win and Microsoft Office (e.g., Excel, Word, Outlook)
• Handle and process monies received for housing transactions in accordance with all existing policies and procedures
• Balance bed checks to room occupancy
• Ensure rates are applied as per policy
• Process maintenance requests and personally follow up on any safety items
• Prepare for guest arrivals and departures
• Process reservations as requested
• Assign work to custodians, as appropriate
• Receive customer concerns, needs and/or issues, and coordinate the needed response

Required Knowledge, Skills and Abilities

• HS Diploma plus six (6) years of relevant and substantive experience which provides evidence of the particular skills or abilities. An associates degree and four (4) years of relevant experience or bachelor's degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years.
• Must be competent in Microsoft Office Suite, specifically Word, Excel, and Outlook.
• Must be highly motivated, organized, professional and courteous with the ability to deal effectively with internal and external customers who require high levels of patience, tact and diplomacy.
• Must be good at problem solving and possess strong written and verbal communication skills.
• Must be able to follow instructions from Management as well as be a team player.
• Requires the ability to multi-task and manage time effectively.

Preferred Knowledge, Skills and Abilities

• Coursework in Hotel Management or previous experience working in a hotel as front desk receptionist
• Experience with any property management system, preferably RDP (Resort Data Processing) Win - housing reservation database

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $- $55,000/ 80,900 a year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.

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

Brookhaven Science Associates 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. BSA 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

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