Lead Administrative Assistant - Roman Space Telescope Mission Office

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.

The Business Support Branch of STScI seeks a Lead Administrative Assistant to provide high-level administrative support to the Nancy Grace Roman Space Telescope Mission Office.

This position can support hybrid work.  You will be required to provide onsite support three days each week and additional days may be required as needed.

Candidates must reside in or be willing to relocate to our local market. (MD, DE, VA, PA, DC & WV), and U.S. citizenship or permanent resident status is necessary to meet ITAR requirements.

We are looking for an extremely organized individual, able to work independently while performing a wide variety of administrative projects with discretion and good judgment. The role requires the highest level of competency with business tools, protocols and processes to professionally support the Nancy Grace Roman Space Telescope Mission Office.

Responsibilities include:

• Coordinating executive meetings, agenda items, and providing onsite meeting support etc.
• Independently resolving complex questions using the highest level of discretion and judgment
• Creating and maintaining the Mission Office Confluence pages
• Creating presentation materials and other documents. Gather and prepare required materials for presentations, utilizing various computer software. Compose correspondence and reports for approval
• Following established protocols and offering suggestions for process improvement
• Processing a high volume of Travel documents and Check Requests.
• Travel planning and processing the closeout of expense and trip reports
• Processing purchase requisitions (PR’s) and invoices, tracking pending procurements and purchase orders
• Maintaining detailed budget records and expense tracking. Coordinate with Accounting and other departments to maintain accounts in good status
• Interface with other STScI organizational units and personnel to build working knowledge of Institute-wide practices and procedures
• Other duties as required

Your Experience, Skills & Qualifications:

• Strong organizational skills needed to manage multiple administrative projects while working independently.
• Intermediate to expert skills in Outlook and Microsoft Office, with focus on Excel and PowerPoint
• Ability to develop collaborative working relationships with internal and external parties, providing excellent customer service to stakeholders
• Able to work with confidential & sensitive information while exhibiting discretion and good judgment

Education/Experience:

• High school diploma or equivalent. Bachelor’s degree preferred
• 10+ years of progressively responsible experience in an administrative support role or equivalent
• Routinely manages confidential information and material
• Experience in a scientific, academic or technical environment preferred

Substitution of additional relevant education or experience for stated qualifications may be considered.

Compensation is commensurate with education and experience. Our excellent benefits include:

• Employer retirement contribution – direct STScI contribution of 10% of your salary from your first day
• 12 days sick leave, up to 12 days’ vacation, and 10 paid holidays
• Comprehensive medical/dental/vision/prescription plans, and more!

TO APPLY: Please upload a resume, cover letter and online application using this link:

Apply Lead Administrative Assistant

Applications received by August 14, 2024 will receive full consideration. Applications received after this date will be considered until the position is filled.

Explore all career opportunities at www.stsci.edu/opportunities

STScI offers a flexible and welcoming workspace for all. 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.

As a leader in the astronomical community, AURA is committed to diversity and inclusion. AURA develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the workforce www.aura-astronomy.org/diversity.asp

As a recipient of U.S. Government funding, AURA is considered a government contractor subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA and all of the centers do not discriminate based on race, sex, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and 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 under these regulations. We encourage your participation in meeting these federal reporting requirements for protection and assisting us in our record-keeping and reporting. Your responses are kept strictly confidential.