Administrative Assistant II - III

Associated Universities • CHARLOTTESVILLE, VA

2d • Onsite

About The Position

The National Radio Astronomy Observatory (NRAO), managed by Associated Universities, Inc. (AUI), is a leading research and development organization focused on the study of the universe. NRAO operates advanced radio telescope facilities for international scientists and has been crucial in understanding black holes, galaxies, and the early universe. This Administrative Assistant position will provide logistical and administrative support to two departments: the Science Communications Office and the Administration Department. The role involves coordinating administrative activities, supporting major NRAO science and engineering events, managing complex schedules, and handling travel and visitor arrangements. The position is based at NRAO headquarters in Charlottesville, Virginia.

Requirements

• Associate's degree (A.A.) or equivalent combination of education and experience.
• A minimum of 4 years of experience in an administrative capacity with increasingly responsible duties.
• Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques.
• High degree of professionalism, confidentiality, tact, and discretion with internal and external clients.
• Strong verbal and written communication skills.
• Highly organized and detail-oriented.
• Strong interpersonal skills to interact within a team and work independently.
• Ability to anticipate needs and take appropriate steps to respond.
• Ability to demonstrate critical thinking and problem-solving skills.
• Thorough knowledge of personal computers including Microsoft Office suite (Outlook, Excel, PowerPoint, and Word).
• Proficiency in Adobe and Adobe Creative Cloud, SharePoint, web-based applications, and accounting software (e.g., ERP) and the Internet.

Responsibilities

• Creating, securing, and making available administrative reports, studies, information, and recommendations to management.
• Supporting the editing and proofreading of science communication documentation and reports.
• Serving as the primary account holder for Enterprise direct billing, including monthly reconciliations and troubleshooting.
• Performing monthly reconciliations of local direct billing accounts (hotels, catering services, etc.).
• Contributing as a member of the CV Admin Pool, including participating in team meetings, collaborating on events, and providing back-up for Reception.
• Processing invoices, vouchers, and credit card receipts for payment.
• Managing Edgemont Road cash receipts checks, tracking, and bank deposits.
• Assisting with organizing meetings for the Science Communications Office and Administration Department, including logistics, catering, and visitor coordination.
• Providing logistical and administrative support for NRAO's presence at major science, engineering, and computing conferences.
• Supporting basic design, logistics, and production of materials for NRAO special events, meetings, and conferences.
• Assisting with procurement, reporting, travel planning, filing, and other office tasks.
• Managing inventory of conference materials and providing packing and freight services for domestic and international conferences.
• Receiving and processing requests for staff business cards.
• Ensuring proactive compliance with Observatory and government safety policies and procedures.
• Other duties as assigned.

Benefits

• 13 holidays
• Annual accrual of up to 24 vacation days
• Medical, dental and vision plans effective on the first day of employment
• Retirement benefit: AUI contributes 10 percent of a qualified participant’s base pay with no required employee contribution.

What This Job Offers

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