Administrative Assistant II - III

Associated Universities Inc. • Charlottesville, VA

3d • $23 - $32 • Onsite

About The Position

The National Radio Astronomy Observatory (NRAO), managed by Associated Universities, Inc. (AUI), is seeking an Administrative Assistant. This role will provide logistical and administrative support to two departments: the Science Communications Office and the Administration Department. The position is responsible for coordinating assigned administrative activities, supporting major NRAO science and engineering events, and managing complex calendars, schedules, meetings, travel, visits, projects, and programs. The position is based 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.
• Must be highly organized and detail-oriented.
• Strong interpersonal skills to interact within a team, but be able to work independently, anticipating the needs of the site, department or division and take appropriate steps to respond.
• Ability to demonstrate critical thinking and problem-solving skills.
• Knowledge of personal computers including Microsoft Office suite with demonstrated efficiency in Outlook, Excel, PowerPoint, and Word; Adobe and Adobe Creative Cloud, SharePoint, web-based applications, and accounting software (e.g., ERP) and the Internet.
• Observatory employees must be authorized to work in the United States.
• The Observatory presently cannot sponsor H-1B Visas for this position.

Responsibilities

• Creating, securing and making available to department or divisional management any administrative reports, studies, information, and recommendations as requested.
• Supporting the editing and proofreading of science communication documentation and reports.
• Serving as primary account holder for Enterprise direct billing, providing monthly reconciliations and troubleshooting questions and issues.
• Responsible for monthly reconciliations of local direct billing accounts (hotels, catering services, etc.).
• Contributing as member of the CV Admin Pool, including but not limited to: participating in team meetings; collaborating with fellow team members on events and initiatives; working with the team to ensure adequate admin coverage in the building, including providing back-up for Reception as needed.
• Processing invoices, vouchers, and credit card receipts for payment.
• Manages Edgemont Road cash receipts checks, tracking, and bank deposits.
• Assisting with organizing meetings for the Science Communications Office and the Administration Department, including room logistics and catering arrangements, coordinating visitors, liaising with Observatory sites for specific visitor requests.
• Providing logistical and administrative support for the NRAO presence at major science, engineering, and computing conferences.
• Supporting basic design, logistics, and support materials production for NRAO special events, meetings, and conferences.
• Assisting with procurement, reporting, travel planning and reports, filing and other miscellaneous office tasks.
• Managing inventory of conference materials effectively and provide packing and freight services for domestic and international conferences, sometimes with rapid turnaround.
• Receiving and processing requests for staff business cards.
• Proactive compliance with Observatory and government safety policies and procedures in their own work areas.
• Other duties as assigned.

Benefits

• Excellent paid time off (13 holidays, annual accrual of up to 24 vacation days)
• 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.

What This Job Offers

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