At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.
POSITION SUMMARY
The Business Analyst I serves as the primary Executive Administrative Assistant to the Brookhaven Site Office (BHSO) Manager. In this capacity, the individual provides high-level administrative, operational, and organizational support to the Site Manager and the front office leadership team. The role functions as the central point of interface between the BHSO front office and Brookhaven National Laboratory (BNL) Stakeholder Relations, BNL Protocol Officers, the Department of Energy (DOE) Office of Science (SC), other DOE National Laboratory Site Offices, and external government departments and agencies
ESSENTIAL JOB FUNCTIONS
Essential duties and responsibilities include the following. Other duties may be assigned.
- Executive Calendar & Schedule Management: Serve as the gatekeeper for the BHSO Manager’s complex daily calendar, proactively scheduling meetings, resolving scheduling conflicts, and reserving on-site meeting spaces.
- Stakeholder & Protocol Interface: Coordinate directly with BNL’s Protocol Officers and Stakeholder Relations teams to facilitate, plan, and logistics-manage high-visibility VIP visits, laboratory tours, and multi-agency briefings.
- Interagency Communication Routing: Manage the flow of communications and data calls between the BHSO Front Office and the DOE Office of Science headquarters, other National Lab Site Offices, and external agency partners (such as the National Weather Service).
- Executive Correspondence & Concurrence: Review, format, and draft official correspondence, assessments, and briefings for the Site Manager’s signature. Generate concurrence tracking sheets and route official documents through administrative approval chains using standard agency templates.
- Travel Coordination: Arrange travel plans and coordinate ad-hoc travel logistics, leveraging self-booking SharePoint and official travel guidelines. Organize, file, and track travel documentation.
- Foreign Visit Administrative Tracking: Support the administrative pipeline for the Unclassified Foreign National Access Program (UFNAP). Collect required visitor forms, track status updates, and coordinate with the local Counterintelligence Officer (CIO) and BNL security.
- Site & Office Operations: Issue gate passes for BHSO visitors (and provide back-up support for NWS gate passes). Order and track office supply levels and facilitate localized procurement requests (such as safety shoes/glasses) in coordination with budget personnel and the BNL Business Group.
Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.
Essential technical skills, systems, and software proficiency
- Microsoft Office Suite: Advanced, expert-level proficiency in MS Outlook (expert calendar utilization), Word (advanced styling and layout for official packages), Excel (tracking, sorting, and reporting), and PowerPoint (executive briefing decks).
- Microsoft SharePoint Support: Advanced familiarity with SharePoint, specifically managing document and record libraries, uploading content, configuring file access permissions, and using list resources.
- Virtual & Hybrid Pipelines: Proficiency in hosting, managing administrative logistics, and testing setups for multi-site and remote video conferences on Microsoft Teams and Zoom.
- Electronic Signature Platforms: Experienced in generating, protecting, and routing PDFs for electronic signatures through secure channels.
- Federal Record Retrieval: Ability to quickly conduct precise keyword and Boolean searches across localized networks/SharePoint libraries to pull records for Freedom of Information Act (FOIA) requests and archive-retirement actions.
Preferred DOE, laboratory, budget, financial, procurement, or administrative experience
- DOE or Lab Operations: Direct experience navigating a DOE Site Office, a DOE program office, or working alongside an M&O contractor (e.g., Brookhaven Science Associates) within the DOE National Laboratory complex.
- Financial & Reimbursement Tracking: Experience tracking employee certifications and coordinating programmatic reimbursement requests with centralized service centers (such as the Consolidated Service Center - CSC).
- Budget & Procurement Interface: Experience reviewing administrative and localized procurement budgets (e.g., office equipment, safety equipment) and submitting approved requisitions to laboratory business groups to generate vouchers.
- Records Compliance Management: Understanding of federal records management procedures, including the proper filing of Davis-Bacon Screening documents, Prime Contract modifications, and CRADA/Strategic Partnership Project (SPP) packages
Preferred qualifications or attributes
- Political Savvy & Discretion: Exceptional interpersonal skills and diplomacy, with a proven history of interacting with high-ranking officials (such as Laboratory Directors, Associate Lab Directors, and Headquarters staff) while maintaining strict confidentiality of pre-decisional data.
- Proactivity & Foresight: A self-motivated individual who can anticipate operational pain-points, prioritize workloads under short-fuse turnarounds, and resolve scheduling or stakeholder roadblocks independently.
- Structured Communicator: A candidate who can synthesize technical, scientific, or complex contract updates (such as the Electron-Ion Collider project or safety directives) into digestible agendas, schedules, and summaries.
- Adaptability: Ability to confidently transition from localized administrative management (like ordering supplies and managing travel) to institutional-level coordination across multiple federal agencies.
EDUCATION/TRAINING
- Bachelor’s Degree from an accredited university in Computer Science, Software Engineering, Business Administration, Management, or another scientific or technical discipline preferred
- ECBA or CCBA certification is preferred.
- Business Management Professional (BMP) Certification is a plus.
Aleut offers the following benefits to eligible employees:
- Health insurance
- Dental/Vision insurance
- Paid Time Off
- Short- and Long-Term Disability
- Life insurance
- 401k and match
Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
#AGS
#ZR
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
