General Office Assistant I

Associated Universities Inc. • Socorro, NM

11d • 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 a General Office Assistant/Receptionist. The position is based at the Domenici Science Operations Center in Socorro, New Mexico, on the campus of New Mexico Institute of Mining and Technology. With professionalism and discretion, the receptionist performs administrative and clerical assignments, often handling confidential information. The position helps create a positive first and last impression of the organization and monitors visitor access.

The role supports reception, office security, visitor services, meeting and conference coordination, Guest House administration, petty cash, records, correspondence, mail distribution, and general clerical tasks. Proactive compliance with NRAO and government safety policies and procedures is expected. Work is typically performed in an open office, though occasional outdoor work may be required. Employees must be authorized to work in the United States; the Observatory cannot sponsor H-1B visas for this position.

Requirements

• High school diploma or GED.
• Excellent verbal and written communication skills.
• Excellent customer service skills and comfort interacting with the general public, groups, and individuals at all professional levels.
• Ability to maintain accurate records.
• Knowledge of standard office practices, procedures, office equipment, and administrative techniques.
• Thorough knowledge of business English, spelling, and arithmetic.
• Proficiency in Microsoft Office Suite and knowledge of personal computers, including word-processing and spreadsheet software.
• 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 in the absence of specific instructions.
• Must be authorized to work in the United States.

Responsibilities

• Greet visitors and monitor visitor access.
• Maintain office security by following safety procedures and controlling building access from the reception desk, including monitoring visitor logs and issuing visitor badges.
• Prepare visitor packets, issue room keys, and collect payments from NRAO Guest House visitors.
• Answer, handle, and direct incoming calls.
• Respond politely and promptly to visitor inquiries.
• Serve as primary administrator for the Meeting Planner system and assist with or schedule meetings and conferences, including posting daily schedules at conference rooms.
• Oversee NRAO Guest House reservations, collect payments, update the occupant spreadsheet, and submit NM Tech work orders as needed.
• Prepare pay orders and petty cash.
• Assist with the staff vehicle registration log and issue company vehicle keys as needed.
• Coordinate facility use by non-NRAO organizations and assist with meeting setup and breakdown.
• Prepare correspondence and reports, and update the NRAO-NM phone list and NRAO Directory for NM staff.
• Maintain the NM staff picture display and office supply cabinets.
• Manage the petty cash fund in compliance with Fiscal Division policies; prepare, issue, and distribute receipts, bills, policies, invoices, statements, and checks as needed.
• Perform clerical duties such as typing, filing, and photocopying.
• Route and distribute incoming mail, prepare outgoing mail as needed, and maintain staff mailboxes.
• Update lobby video displays each workday morning.
• Follow NRAO and government safety policies and procedures in the work area.
• Perform other duties as assigned.

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: High school or GED