Administrative Assistant ll-lll

Position Description:

Position Summary

The Green Bank Observatory (GBO) enables leading edge research at radio wavelengths by offering telescope, facility and advanced instrumentation access to the astronomy community as well as to other basic and applied research communities. With radio astronomy as its foundation, the Green Bank Observatory is a world leader in advancing research, innovation, and education. The Observatory is an exciting and dynamic organization that is pushing the boundaries of our understanding of the universe. Whether you are a scientist, student, or simply someone who is fascinated by the cosmos, the NRAO offers a wealth of opportunities to learn, explore, and discover.

At GBO, we are seeking an Administrative Assistant to provide administrative support to the Observatory Director and to other departments on the observatory site. This position requires experience in the principles, practices and standards of administration programs and processes. The candidate must also demonstrate the ability to work in an environment requiring a high level of confidentiality, integrity, teamwork, and customer service.

This position will be based at our Green Bank, WV location. A partial telework arrangement may be possible but is not guaranteed.

What You Will be Doing:

• Acting as the department contact for internal and external clients; efficiently handling inquiries with minimal supervision in a professional and timely manner.
• Composing and proofreading communications, e.g. business letters, emails. May work with assembly, formatting, and proofreading of complex annual reports.
• Working with administrative support team to handle requests between departments, may include back-up for reception as requested.
• Working with various leadership stakeholders to handle requests between senior and executive management.
• Filing and organizing confidential files.
• Maintaining databases, entering and retrieving data for reports.
• Attending meetings to prepare and disseminate detailed minutes.
• Managing and processing invoice payments and monthly reconciliations of multiple department credit card statements.
• Coordinating various special events onsite or offsite, to include all logistics such as ordering supplies, catering, set up and break down, etc.
• Entering purchase requisitions, gathering supporting documents.
• Processing invoices for payment.
• Coordinating registrations, travel logistics, and interviews for team members and candidates, sometimes assisting non-observatory travelers with arrangements.
• Preparing travel-related documents, including Travel Authorizations and Travel Reimbursements.
• Managing complex calendar(s) for individuals or teams.
• Assisting with special projects as needed.
• Will work closely with other administrative team members to develop best practices and insure consistent administrative presence.
• Other duties as assigned.

Work Environment

Work is mission driven, team oriented and typically performed in an office setting within a research or development environment. You will be working at a computer and interacting regularly with employees and external resources.

Who You Are:

• You have an associate’s degree (A.A) from a two-year college or technical school in administration, or an equivalent combination of education and experience.
• You have a minimum of four years of experience in an administrative capacity with increasingly responsible duties, or equivalent combination of education and experience.

The rank will be determined based on the successful candidate’s directly related experience and qualifications.

Competency Summary

• Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques.
• High level of competency in Microsoft software products (Word, Excel, PowerPoint) and web-based systems, Visio and SharePoint.
• Must be a team player with the ability to establish and maintain effective working relationships with other employees and the public while maintaining confidentiality standards required of the position.
• Ability to effectively multi-task with strong attention to detail, respond to priorities, and complete tasks on time with minimum supervision.
• Excellent written, verbal communication, interpersonal and negotiation skills.
• Highly organized.
• Understanding of Division functions and Observatory policies; the ability to interpret and apply policies and procedures, and to make decisions in accordance with regulations and established policies.
• Experience with use of an HRIS system or other HRM related databases preferred.

Physical Requirements

Must be able to work at a computer terminal for extended periods of time and work effectively in an environment given multiple tasks and competing priorities. Must be able to handle, bend, stoop, lift, and reach, in the maintenance of the office filing system.

Total Rewards:

AUI offers a comprehensive total rewards package for this position, subject to eligibility requirements. We are committed to serving our employees and their families with an extensive and competitive compensation and benefits package that supports our employees’ overall well-being and career growth.

Compensation

AUI strives to attract and retain dedicated, highly qualified, competent, and motivated employees by offering competitive compensation and recognition for performance.

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:

AUI’s benefits package addresses the needs of employees and their families with most benefits beginning on the first day of employment. AUI provides excellent paid time off (13 holidays, annual accrual of up to 24 vacation days and 15 sick days, additional time off for doctor/dentist visits, and 8 weeks of paid parental leave). 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; we also offer an optional supplemental, tax-deferred plan for employee retirement contributions. Time off benefits are pro-rated for part-time employees.

Application Instructions:

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

Consideration and review of applications will begin immediately.

Equal Opportunity Employer Statement:

AUI is an equal opportunity employer. Women, Minorities, Vietnam-Era Veterans, Disabled Veterans, Veterans and Individuals with Disabilities are encouraged to apply. To view our complete statement, please visit http://jobs.jobvite.com/nrao/jobs. If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email to [email protected]