Administrative Assistant I

Associated Universities Inc.

10d • Onsite

About The Position

The National Radio Astronomy Observatory (NRAO), managed and operated by Associated Universities, Inc. (AUI) under a cooperative agreement with the National Science Foundation, is seeking an Administrative Assistant to support managers and personnel at the Very Large Array (VLA) site. The role provides administrative support across a variety of functions, including coordinating calendars, meetings, travel, and onsite visits, as well as collecting, preparing, or reviewing confidential information, correspondence, reports, and presentations. The position is based at the VLA, 50 miles west of Socorro, New Mexico.

Work is performed in a typical office environment using standard office equipment. The role may occasionally involve working outside around construction equipment, driving, and lifting or moving items weighing up to 50 pounds. Climbing stairs is required, and the position frequently involves in-person, email, and telephone communication.

Requirements

• Associate’s degree (A.A.) or equivalent from a two-year college or technical school in administration, management, or engineering.
• Two years of experience in an administrative capacity with increasingly responsible duties, or an equivalent combination of education and experience.
• Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques.
• Thorough knowledge of business English and spelling.
• Thorough knowledge of personal computers, including word processing and spreadsheet software, Costpoint, and the Internet.
• Ability to learn to read and comprehend complex and specialized vocabulary.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to understand and follow oral and written instructions.
• Ability to organize and perform work independently without specific instructions.
• Ability to interpret and apply policies and procedures and make decisions in accordance with regulations and established policies.
• Must be authorized to work in the United States; the Observatory cannot presently sponsor H-1B visas for this position.

Responsibilities

• Support interactions, protocol compliance, and tracking of site visitors, including contractors.
• Serve as an emergency contact for the site in the event of family emergencies and locate employees when necessary.
• Distribute interoffice and postal mail.
• Reconcile departmental procurement credit cards.
• Provide backup to DSOC staff managing Travel Authorizations, Travel Expense Vouchers, and mileage reimbursements.
• Assist the Business Division with coordinating VLA site telephone additions, moves, and changes, and monthly phone-list updates.
• Maintain site bulletin boards and staff picture boards.
• Maintain assigned divisional property lists for items such as keys and radios.
• Plan and coordinate assigned meetings, including preparing agendas and invitations.
• Tabulate and track assigned site operational metrics.
• Write, edit, and proofread documents for staff.
• Support documentation archiving and management activities as needed.
• Collect NRAO control logs.
• Maintain records of “Focus of the Week” team safety reviews.
• Restock coffee, tea, and related consumables in the control building.
• Restock PRA vending machines at the site.
• Supply the VLA cafeteria with supplies.
• Coordinate no-host lunches.

Benefits

• Paid time off, including 13 holidays and annual accrual of up to 24 vacation days.
• Medical, dental, and vision plans effective on the first day of employment, subject to eligibility requirements.
• Retirement benefit equal to 10 percent of a qualified participant’s base pay, with no required employee contribution.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree