Associate Business Specialist

The Business Services Directorate (BSD) provides high-quality business services to support the Lab’s research initiatives, partnering across cross-functional teams with a focus on risk mitigation and cost management—critical components of the Lab’s success. Led by the Chief Financial Officer, Brookhaven’s Business Services Directorate includes the Budget Office, Fiscal Services Division, Procurement & Property Management Division, Chief Financial Office, Digital Transformation Office, and Business Operations Offices. BSD manages a broad range of financial activities, including the planning and implementation of the Lab’s fiscal matters and oversight of its approximately $900 million annual budget.

The Business Operations Office, within BSD, has an opening for an Associate Business Specialist supporting the Energy and Photon Sciences (EPS) Directorate.

Essential Duties and Responsibilities:

This position will provide support across internal departments through a shared assignment, currently with the Computing and Data Sciences (CDS) Directorate, gaining exposure to diverse organizational needs, processes, and practices while broadening knowledge and developing skills through cross-departmental collaboration.

Support the Business Operations Manager(s) and Business Specialists with financial and business operations activities, including:

• Proposal preparation and support.
• Provide financial support for direct, indirect, and recharge projects.
• Assist with maintaining and updating project cost plans, including personnel forecasts, procurements, and subcontract costs.
• Prepare and process journal entries and assist with project closeouts.
• Prepare monthly financial reports and ad hoc financial analyses and reports.
• Support proposal and Field Work Proposal (FWP) budget development and preparation.
• Assist with monitoring project costs, commitments, funding, and financial performance.
• Collaborate with scientific, technical, and business staff to address financial and administrative needs.
• “Ad Hoc” special projects as needed.
• Assist with the annual budget submission process, including the preparation, review, and coordination of budget data.

Provide procurement and contract administration support to the Business Offices, including:

• Process purchase requisitions and assist end users in obtaining required supplies and services.
• Review and process invoices for allowability and appropriate authorization, coordinating with Accounts Payable (AP), Procurement & Property Management (PPM), and department personnel as needed.
• Assist Business Specialists with monitoring, reporting, and tracking procurements and contracts through completion and closeout.
• Assist Technical Representatives with Justifications for Non-Competitive Procurement (JNCP) and other contract-related requirements.
• Maintain procurement and subcontract documentation, records, and tracking information to support timely follow-up and close-out activities.
• Assist Business Specialists with year-end accrual activities, including identifying, reviewing, and tracking outstanding commitments and invoices.
• Assist with special projects and other business operations activities as assigned.

Required Knowledge, Skills, and Abilities:

• Bachelor's degree in accounting or finance/business or equivalent experience generally based on 2:1 (experience: college).
• Two (2) years of related work experience.
• Proficient skill level in Microsoft Office products with intermediate proficiency in Excel.
• Ability to review financial data and prepare meaningful financial reports.
• Ability to work independently, establish own goals (with supervisory approval), and apply independent judgement, within policies and standards, to complete projects.
• Ability to establish positive working relationships at all levels.
• Flexible team player who will be able to interact with scientific and business staff to accomplish objectives and resolve issues.
• Ability to prioritize and effectively deal with deadlines.
• Ability to identify and resolve problems within own area of responsibility.
• Ability to identify organizational resources and seek assistance when needed.
• Effective oral and written communication skills.
• Must be self-motivated, resourceful, and organized, taking ownership of all assigned work.

Preferred Knowledge, Skills, and Abilities:

• Familiarity with PeopleSoft and the ability to generate queries and reports.
• Knowledge of Brookhaven National Laboratory financial systems, policies, and procedures.
• Experience with Microsoft Power BI or similar business intelligence and data visualization tools.
• Experience providing administrative support for DOE proposals, including budget preparation, review, or coordination.
• Experience with Workday.
• Experience using artificial intelligence (AI) tools, such as ChatGPT, Microsoft Copilot, or similar platforms.
• Experience with financial planning, budgeting, forecasting, or project cost management.
• Experience supporting procurements, contracts, or subcontracts.

Environmental, Health & Safety Requirements

• Ability to work at a computer and keyboard for extended periods.
• Ability to maintain concentration and attention to detail to ensure accuracy.

Compensation:

Brookhaven Laboratory is committed to providing fair, equitable, and competitive compensation. The full salary range for this position is $79,850 - $115,800 / year. Salary offers will be commensurate with the final candidate’s qualification, education, and experience and considered with the internal peer group.

Other Information:

• Visa Sponsorship is not available for this position.
• This is a full-time, onsite position.

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

Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory – view more information at www.bnl.gov/real-id.  This is due to nationwide identification requirements for federal site access as required by the federal REAL ID Act.  Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews. 

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

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