Administrative Assistant/Travel Coordinator

Updated October 10, 2023

The Administrative Assistant/Travel Coordinator provides top quality travel arrangements and customer service at AURA’s on-site travel office in Hilo. They will research, schedule and coordinate travel and services for employees, committee members and contractors. They will also ensure that reservations for air travel, car rentals, sedan services, overnight accommodations, and meeting-related matters are accurate and communicated in a timely manner to the traveler. 

Some knowledge of travel booking and airport city codes. Experience working with Travelport Apollo or Sabre GDS is a plus. Training is available for the use of Sabre GDS and Concur booking tools.

Essential Functions:

• Provide excellent support to NOIRLab staff members and AURA Affiliated Center in order to provide mutually- agreeable, cost-effective travel arrangements, including airfare, hotel bookings, and car rentals
• Provide continuing support to the traveler throughout the travel arrangement process
• Update the staff travel database
• Submit the ARC weekly reports
• Keep NOIRLab compliant with rules and regulations
• Provide staff with current security-related travel guidelines
• Draft, maintain, and update standard operating procedures for flight and lodging processes, including travel expense reports and guidelines
• Provide staff with current security-related travel guidelines as necessary
• Assist staff with travel advance requests
• Checking of Travel Expense Reports submitted
• Collaborate with colleagues, internal and external agencies, and all NOIRLab locations in service improvement initiatives
• Ensure that services are provided in a uniformed, high-quality manner

Other Functions:

• Serves as the alternate to arrange and coordinate summit lodging and meals daily for staff, consultants, and guests and scheduled summit tours. Create and reconcile summit-generated invoices
• Order and stock office supplies.  Prepare requisition forms and monitor status of orders.  Distribute supplies, as appropriate
• Other administrative duties, including substituting wholly or partially for other members of the Administration & Facilities Group, as required
• Other duties as assigned

Required Education/Experience/Skills/Abilities:

• High School graduate required; Bachelor’s degree preferred
• Excellent interpersonal and organizational skills to effectively work with clients, employees, and vendors.
• A cooperative attitude and a positive demeanor
• Excellent customer service
• Ability to multitask well under pressure
• A preference for a small, but collaborative, team environment
• Ability to make decisions with minimal direction

Preferred Education/Experience/Skills/Abilities:

• Experience with SAP Concur or other web based Travel Management Software

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
• The employee is occasionally required to stand; walk; reach with hands and arms and stoop; kneel; crouch; or crawl.
• The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
• Must possess - sufficient mobility, strength, or dexterity in both arms and hands and both legs to a) reach upward, sideways, downward to work with paper files; b) sufficient mobility and dexterity to utilize computer systems, fax machines, copiers, and other office machines.
• Must possess – 1) ability to read and understand instructions, drawings, safety guides, and other written materials necessary to perform job; 2) sufficient visual capacity to perform the applicable functions without assistance of visual aids other than eye contacts or eye glasses; 3) sufficient spoken aural capacity to hear and understand instructions, warning bells, fire alarms, or shouted instructions without assistance of auditory aids other than a hearing aid; and 4) ability to impart information orally so that others understand and can respond appropriately
• Some travel may be necessary in or outside the contiguous United States.

Preference will be given to qualified internal candidates and qualified Native Americans living on or near the Tohono O'odham reservation.

The position will remain open until filled. To be considered in the first round of reviews, please submit your application by October 31, 2023.

Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org

The Association of Universities for Research in Astronomy (AURA) is a consortium of 47 US institutions and 3 international affiliates that operates world-class astronomical observatories for the National Science Foundation and NASA. AURA’s role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. In addition, AURA is deeply committed to public and educational outreach, and to diversity throughout the astronomical and scientific workforce. AURA carries out its role through its astronomical facilities.

AURA offers an excellent benefits package including paid time off, health and welfare benefits, and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment. Details on benefits can be found at https://hr.aura-astronomy.org/employee-benefits-guide/

As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.