Administrative Assistant I

Associated Universities Inc. • Magdalena, NM

16d • Onsite

About The Position

The National Radio Astronomy Observatory (NRAO) is a vibrant, exciting, and prestigious research facility that plays a vital role in the study of the universe. The Observatory operates a variety of radio telescopes that span the globe, including the famous Very Large Array (VLA) in New Mexico, the Very Large Baseline Array (VLBA) distributed across the United States and its territories, the Green Bank Telescope in West Virginia, and the Atacama Large Millimeter/submillimeter Array (ALMA) in Chile. These telescopes are among the most advanced in the world, allowing astronomers to explore the universe in unprecedented detail.
The NRAO is currently seeking an Administrative Assistant to Provides administrative support in a variety of functions to managers and personnel at the Very Large Array site. Manages and coordinates calendars, meetings, travel and onsite visits. Collects, prepares or reviews confidential information, correspondence, reports, and presentations.
The position is based at the VLA, 50 miles west of Socorro, NM.

Requirements

• You have an associate’s degree (A.A.) or equivalent from two-year college or technical school in administration, management, or engineering.
• You have two years of experience in an administrative capacity with increasingly responsible duties; or 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 other employees and the public
• Ability to understand and follow oral and written instruction
• Ability to organize and perform work independently in the absence of specific instructions.
• Ability to interpret and apply policies and procedures, and to make decisions in accordance with regulations and established policies.
• Observatory employees must be authorized to work in the United States.

Responsibilities

• Supports interactions, protocol compliance, and tracking of site visitors, including contractors.
• Serve as emergency contact for the site in event of family emergencies and track down employees when necessary.
• Distribute interoffice and postal mail.
• Reconcile Departmental procurement credit cards.
• Serve as DSOC backup to staff that manage Travel Authorizations, Travel Expense Vouchers and Mileage reimbursements.
• Assist Business Division with coordinating VLA site telephone adds, moves, changes & monthly phone list updates.
• Maintain site bulletin boards and staff picture boards.
• Maintain certain issued divisional property lists for keys & radios, etc.
• Plan and coordinate meetings as assigned, including handling meeting agendas and invites.
• Tabulate and track site operational metrics as assigned
• Provide general documentation support by writing, editing, and proof-reading documents for staff.
• May support documentation archiving and management activities.
• 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 VLA cafeteria with supplies.
• Coordinate No-Host lunches.

Benefits

• AUI offers a comprehensive total rewards package for this position, subject to eligibility requirements.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees