Administrative Specialist, Executive Assistant

NSF’s National Optical-Infrared Astronomy Research Laboratory (NOIRLab) is an AURA-managed center headquartered in Tucson, Arizona. NSF’s NOIRLab operates the Gemini Observatory, Vera C. Rubin Observatory, Mid-Scale Observatories (MSO, which includes Kitt Peak National Observatory and the Cerro Tololo Inter-American Observatory) and Community Science and Data Center (CSDC) in the United States and in Chile. NOIRLab is the US national center for ground-based observational nighttime astronomy, and has sites of operations in Hawai`i, Arizona, and Chile. NOIRLab launched in October 2019, with 450 FTEs and an ~$80M USD annual budget.
The position supports the CSDC Director, Deputy Director, and other CSDC managers by providing a variety of administrative functions. This full-time role requires exercising initiative, independent judgment and discretion while anticipating needs of the Director. The Executive Assistant will work closely with other CSDC and NOIRLab staff to support the organizational mission and objectives. This position is based in Tucson, Arizona at NOIRLab Headquarters adjacent to the University of Arizona campus. Hybrid work arrangements are possible.
Essential Functions:

• Coordinate activities and communications within CSDC, between CSDC and other NOIRLab groups, and between CSDC staff and external organizations.
• Schedule meetings and coordinate calendar for Director, Deputy, and others, including polling and accommodating complex schedule constraints.
• Serve as the Director’s liaison as needed.
• Track travel itineraries and expense reports for Director and Deputy Director.
• Meet regularly with CSDC Director to align on current priorities, action items, and obstacles.
• Attend a range of meetings across CSDC and NOIRLab, and provide meeting summaries for CSDC Director where needed.
• Set up hybrid meetings in physical conference rooms using video conferencing application(s) in conjunction with calendar applications.
• Manage, coordinate, and execute all aspects of small and large scientific and technical meetings and conferences, in collaboration with other local organizing staff
• Provide administrative liaison support for CSDC-hosted visitors (in coordination with Receptionist, facilitate building access/keycards, temporary office space, building navigation, etc.)
• Provide administrative support for budgeting, portfolio management, milestone tracking, accounting, and reporting activities within CSDC.
• Coordinate and review updates to CSDC web presence.
• Review and consult on draft correspondence from Director.
• Distribute surface mail addressed to CSDC staff.
• Curate documentation in Google drive, and physical documents as needed.
• Support periodic travel by external advisory board members.

Other Functions:

• Other duties as assigned.

Required Education/Experience/Skills/Abilities:

• Associate degree in Business or related field with at least 2 years of administrative support experience.
• OR equivalent of 5 or more years of relevant experience in an administrative assistant position.
• Proficiency with Google Workspace, Microsoft Office products, especially Word, Excel, and PowerPoint.
• Advanced level with spreadsheets and document editors.
• Excellent written and verbal communication skills.
• Ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude.
• Ability to balance competing priorities within a dynamic environment filled with interruptions: create a calm, fluid environment while shifting gears, maintain accuracy and complete a volume of various activities on a daily basis.
• Strongcoordination abilities to prioritize projects and tasks and provide guidance and direction to support staff.

Preferred Education/Experience/Skills/Abilities:

• Experience in modern communication and collaboration tools (such as - chat tools, knowledge management systems, zoom video conferencing and Confluence).
• Given the nature of the NSF's NOIRLab organization, proficiency in spoken Spanish and experience in a matrix environment are valued.

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 eyeglasses; 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.
Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance atemployment@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 theNational Science FoundationandNASA. 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 todiversitythroughout the astronomical and scientific workforce. AURA carries out its role through its astronomical facilities.
The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application byJune 9, 2023.
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 athttps://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.
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The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)