Administrative Assistant I

Position Description:

Position Summary

The National Radio Astronomy Observatory (NRAO) is a prestigious research and development organization that plays a vital role in the study of the universe. Associated Universities, Inc. (AUI) is a nonprofit organization that manages and operates the NRAO under a cooperative agreement with the National Science Foundation. The Observatory is a hub for technological and scientific collaboration, operating state-of-the-art radio telescope facilities for use by the international scientific community. The Observatory has been instrumental in the study of black holes, galaxies, and the early universe.

The NRAO is currently seeking an Administrative Assistant to Provides administrative support in a variety of functions to managers and personnel at the Very Large Array site. Manages and coordinates calendars, meetings, travel and onsite visits. Collects, prepares or reviews confidential information, correspondence, reports, and presentations.

The position is based at the VLA, 50 miles west of Socorro, NM.

What You Will be Doing

• Supports interactions, protocol compliance, and tracking of site visitors, including contractors.
• Serve as emergency contact for the site in event of family emergencies and track down employees when necessary.
• Distribute interoffice and postal mail.
• Reconcile Departmental procurement credit cards.
• Serve as DSOC backup to staff that manage Travel Authorizations, Travel Expense Vouchers and Mileage reimbursements.
• Assist Business Division with coordinating VLA site telephone adds, moves, changes & monthly phone list updates.
• Maintain site bulletin boards and staff picture boards.
• Maintain certain issued divisional property lists for keys & radios, etc.
• Plan and coordinate meetings as assigned, including handling meeting agendas and invites.
• Tabulate and track site operational metrics as assigned
• Provide general documentation support by writing, editing, and proof-reading documents for staff.
• May support documentation archiving and management activities.
• Collect NRAO control logs.
• Maintain records of “Focus of the Week” team safety reviews.
• Restock Coffee, Tea and related consumables in the control building.
• Restock PRA vending machines at the site.
• Supply VLA cafeteria with supplies.
• Coordinate No-Host lunches.

Work Environment

Work is performed in a typical office environment. While performing the duties of this job, the employee typically sits at a desk, uses a personal computer, telephone, photocopier, facsimile, and other standard office equipment; the ability to climb stairs is required. The employee may occasionally be required to work outside around construction equipment. The employee may occasionally drive a vehicle, lift and/or move up to 50 pounds. The employee frequently is required to communicate in person, by electronic mail, and by telephone. Specific vision abilities required by this job include close vision and ability to adjust focus.

Who You Are:

Education

An associate’s degree (A.A.) or equivalent from two-year college or technical school in administration, management, or engineering

Experience

• Two years of experience in an administrative capacity with increasingly responsible duties; or equivalent combination of education and experience.

Skills and Competencies

The successful candidate will have skills and demonstrated competencies in the following areas:

• Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques;
• thorough knowledge of business English and spelling;
• Thorough knowledge of personal computers, including word processing and spreadsheet software, Costpoint, and the Internet.
• Ability to learn to read and comprehend complex and specialized vocabulary.
• Ability to establish and maintain effective working relationships with other employees and the public;
• Ability to understand and follow oral and written instruction;
• Ability to organize and perform work independently in the absence of specific instructions.
• Ability to interpret and apply policies and procedures, and to make decisions in accordance with regulations and established policies.

Additional Requirement

Observatory employees must be authorized to work in the United States. The Observatory presently cannot sponsor H-1B Visas for this position.

Total Rewards:

Compensation

The starting pay for this position is $15.00 per hour. Factors which may affect starting pay within this range may include; education, experience, skills, competencies, other qualifications of the successful candidate, as well as internal equity and labor market conditions.

Benefits:

Associated Universities, Inc (AUI) offers a comprehensive benefits package addressing the needs of employees and their families with most benefits beginning on the first day of employment, subject to eligibility requirements. AUI provides:

• Excellent paid time off (13 holidays, annual accrual of up to 24 vacation days)
• Medical, dental and vision plans are effective on the first day of employment.
• AUI’s retirement benefit contributes an amount equal to 10 percent of a qualified participant’s base pay with no required employee contribution.
• Click Total Rewards for more information.

Application Instructions:

Select the “Apply” button above. Please be prepared to upload your current CV/Resume and a cover letter describing interest and suitability for the position.

Equal Opportunity Employer Statement:

AUI is an equal opportunity employer. To view our complete statement, please visit https://public.nrao.edu/careers/. If you require reasonable accommodation for any part of the application or hiring process, you may submit your request by sending an email to resumes@nrao.edu. PM20