Job Description

Brookhaven National Laboratory (BNL) was recently chosen as the building site for the Electron-Ion Collider (EIC), a one-of-a-kind nuclear physics research facility. The EIC will be a discovery machine for unlocking the secrets of the “glue” that binds the building blocks of visible matter in the universe. The machine design is based on the existing and highly optimized RHIC Ion-Ion collider. It will consist of two intersecting accelerators, one producing an intense beam of electrons, the other a beam of protons or heavier atomic nuclei which are steered into collisions. Beyond sparking scientific discoveries in a new frontier of fundamental physics, the Electron-Ion Collider will trigger technological breakthroughs that have broad-ranging impact on human health and national challenges.

The Document & Records Coordinator position is essential to managing the high volume of technical documentation generated across the Electron-Ion Collider Project. This role will ensure that documents are properly controlled, routed for review and approval, and maintained in accordance with established procedures. Effective document control supports accuracy, version integrity, and timely access to current information, all of which are critical to successful project execution.

Essential Duties and Responsibilities:

• Act as a point of contact for document control questions from project staff
• Provide guidance on document preparation, submission, and approval processes
• Coordinate across teams to ensure alignment on documentation practices
• Assign unique document identification numbers in accordance with project or organizational naming conventions
• Maintain working files in editable formats (e.g., Word) to support updates and revisions
• Ensure proper versioning control is applied, revision tracking, and document status (draft, review, approved, superseded)
• Route controlled documents through established review and approval workflows (electronic or manual)
• Archive signed/approved documents in the official document management system or repository
• Manage document supersession and obsolescence processes
• Ensure communications are clear, accurate, and include relevant links or attachments
• Support preparation and distribution of reports
• Compile document-related metrics and status updates as needed
• Review documents for compliance with organizational standards, templates, and formatting requirements
• Ensure adherence to records management policies, audit requirements, and retention schedules
• Support internal and external audits by retrieving documentation and providing records
• Maintain logs and trackers for document status, approvals, and turnaround times

Required Knowledge, Skills, and Abilities:

• A Bachelor’s degree in relevant coursework specifically related to the position requirements (ex: Business Administration, Management, or other relevant field is required.

• Strong organizational and document management skills with high degree of attention to detail
• Ability to execute tasks efficiently with little to no direct supervision
• Experience managing controlled documents, versioning, and approval workflows
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), including document formatting and tracking
• Experience with SharePoint
• Proficient with e-signature software (Docusign and Adobe Sign)
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Ability to follow established procedures and ensure compliance with document control standards
• Experience maintaining trackers, logs, and records with a high degree of accuracy
• Demonstrated ability to coordinate with multiple stakeholders to support document reviews and approvals

Preferred Knowledge, Skills, and Abilities:

• Two years relevant experience with document control responsibilities
• Familiarity with project controls environments
• Experience supporting technical or engineering projects with high document volume
• Knowledge of records management practices, retention policies, and audit requirements
• Experience preparing or supporting reports (e.g., status reports, board reports such as TCCB)
• Ability to identify process inefficiencies and recommend improvements
• Experience working in a government, national lab, or highly regulated environment

Other Information:

• This position is located on site in Upton, NY.
• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $68600 - $78000 / year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.

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

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