Senior Administrative Assistant

Support Nasa Missions! The Space Telescope Science Institute (STScI) is a multi-mission science and flight operations center for NASA’s flagship observatories on the Johns Hopkins University Homewood campus in Baltimore, Maryland. Learn more about our missions (STScI Missions). Position does require on-site presence with occassional work from home days.

 STScI is currently seeking a Senior Administrative Assistant to provide high-level administrative support to the Institute Leadership in a timely, confidential, and accurate manner. We are looking for a proactive and organized individual capable of managing a diverse array of tasks. The role involves overseeing various administrative responsibilities daily, requiring independent judgment, professionalism, and overall support for the Director's office.

 

Your Role & Responsibilities include: 

1. Serve as the point of contact for both internal and external inquiries, screening incoming calls and correspondence, and establishing protocols and priorities for access. Respond independently to confidential and non-routine matters when possible.
2. Provide support for executive meetings, including scheduling, gathering agenda items, and recording, transcribing, and distributing minutes.
3. Coordinate travel needs for executives, including generating travel requests, coordinating travel planning, and processing the closeout of expense and trip reports.
4. Interface with other STScI organizational units and external personnel to secure and exchange information, arrange meetings and teleconferences, and coordinate various activities.
5. Support the executives in preparing presentation materials and other documents. Gather and prepare required materials for presentations, utilizing various computer software competently. Compose correspondence and reports for the executive's approval.
6. Utilize various online facilities for information research, scheduling, presentation material preparation, database development and maintenance, and other applications as needed.

Your Experience, Skills & Qualifications: 

• Proven ability to handle purchase orders and financial processes related to administrative functions.
• Strong organizational skills with attention to detail and continual proofing.
• Excellent working knowledge of grammar, spelling, and punctuation, with the ability to perform general mathematical skills.
• Proficiency in using computers, peripherals, operating systems, and major software packages such as Microsoft Word, Excel, PowerPoint, Access, and Keynote. Thorough knowledge of modern office practices and procedures.
• Proven ability to develop technology to support administrative functions and contribute to process improvement.
• Technical proficiency with various file-sharing/content management systems, tele- and video-conferencing equipment, and other office equipment.

Education/Experience:

Established professionals with 5+ years of progressively responsible administrative experience, especially in scientific, academic, or technical environments, are preferred. Prior experience with both PC and MAC computer systems is required; proficiency with both is preferred but not required. 

STScI offers a welcoming workspace for all, along with an excellent and generous benefits package. Explore our benefits at STScI Benefits.

TO APPLY: Share your experience by uploading a resume and completing an online application. Applications received by December 11, 2024, will receive full consideration. 

Direct Link to apply:  https://recruiting2.ultipro.com/SPA1004AURA/JobBoard/93330e50-7b3a-4ba8-94f2-6f32360aa4e1/Opportunity/OpportunityDetail?opportunityId=ada1e9c8-eaf7-492b-b95f-b78064af2b5d

STScI embraces the diversity of our staff as a strategic priority in creating a first-rate community. We strongly encourage women, ethnic minorities, veterans, and disabled individuals to apply for these opportunities. Veterans, disabled individuals, or wounded warriors needing assistance with the employment process can contact us at careers@stsci.edu. EOE/AA/M/F/D/V