Administrative Specialist

AURA's mission is to provide innovative, open resources to enable discovery and excellence in research, to unify the astrophysics communities, and to promote public understanding of our universe and the benefits of science exploration. AURA carries out its role through its astronomical facilities.

The Administrative Specialist is responsible for managing the reception and processing of invoices and credit notes related to a wide range of services provided to the organization through Purchase Orders or service agreements. This role requires close communication with requestors and users to obtain approval for services that have been successfully delivered before proceeding with payment processing.

The Administrative Specialist will also review and process Travel Expense reports in accordance with organizational Policies and Procedures. Additionally, the individual will track the Electronic Invoicing system on a daily basis, alerting the Contracts and Buyers teams of any pending actions and following up to ensure resolution. Weekly reports will be submitted, based on the data from the Electronic Invoicing system, detailing follow-up actions agreed upon with these teams.

The specialist is also tasked with preparing and submitting forecast reports for upcoming payments to the Accounting Department. Timely responses to factoring companies are essential when requested. The role involves identifying potential payment issues and liaising with the appropriate individuals to resolve them. The specialist will work with internal systems such as Reqless, Carina, Costpoint, and Openfactura, ensuring the correct documentation is provided to the Accounting team to facilitate the payment process. On occasion, support will be provided to the Warehouse team regarding invoices related to goods received. Other duties may be assigned as needed.

Requirements:

Education or Professional Level:

• The candidate must have completed at least 8 semesters at a state-accredited or higher education institution, in a field related to administration, logistics, or auditing. (Management Control Engineering, Commercial Engineering, Auditor Accountant and Administrative Engineering).

Required Experience:

• At least 3 years of experience in an administrative role, with specific experience in administration and accounting.
• Experience with the internal systems (Reqless, Carina, Costpoint, Openfactura) is highly desirable.

Specific Skills

• Analytical Skills: Ability to analyze, synthesize, and create reports using Excel, ensuring clarity and precision in data presentation.
• Technical Proficiency: Intermediate proficiency with relevant computer systems and software applications.
• Language Skills: Intermediate knowledge of English to support communication within a global team or with external partners.
• Accounting Knowledge: Basic understanding of accounting, finance, and business administration principles.
• Problem-Solving: Ability to identify issues, assess situations, and provide effective solutions to prevent delays and complications.

Other Skills

• Analytical Thinking: Strong ability to analyze and understand complex data and generate useful insights.
• Teamwork: Ability to work effectively within a team and collaborate across departments.
• Effective Communication: Strong verbal and written communication skills to ensure clear, concise, and professional communication.
• Stakeholder Engagement: Capacity to engage with internal and external stakeholders, resolve issues, and build strong relationships.
• Organizational Skills: Strong organizational and time management skills to handle multiple tasks and deadlines efficiently.

AURA offers an excellent benefits package including paid time off 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/benefits-by-location/ 

Salaries for positions hired in Chile meet Chile national market rates and internal scales for AURA. 

The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by Monday, February 24th.

• Please submit a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname. 
• Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org. 
• Please enter 3 professional references in your application (references will only be contacted later in the recruitment process). 

Individuals needing assistance with the employment process can request assistance at employment@aura-astronomy.org 

The Association of Universities for Research in Astronomy (AURA) is a consortium of 49 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.