Administrative Assistant

Position Description:

Position Summary

The National Radio Astronomy Observatory (NRAO) is a prestigious research and development organization that plays a vital role in the study of the universe. Associated Universities, Inc. (AUI) is a nonprofit organization that manages and operates the NRAO under a cooperative agreement with the National Science Foundation. The Observatory is a hub for technological and scientific collaboration, operating state-of-the-art radio telescope facilities for use by the international scientific community. The Observatory has been instrumental in the study of black holes, galaxies, and the early universe.

At NRAO, we are currently recruiting for an Administrative Assistant. This position is responsible for the coordination or direction of assigned administrative activities to two NRAO departments: (1) the Science Communications Office and (2) the Administration Department. Major areas of responsibility include providing logistical and administrative support for major NRAO science and engineering events. Providing high level administrative support in a variety of functions. Managing and coordinating complex calendars, schedules, meetings, travel, visits, projects and programs.

The position will be based at our headquarters in Charlottesville, Virginia.

What You Will be Doing:

• 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.

Work Environment

Work is mission-driven, team-oriented, and typically performed in an office setting within a research or development environment.

Who You Are:

Education

Associate's degree (A.A.) or equivalent combination of education and experience.

Experience

A minimum of 4 years of experience in an administrative capacity with increasingly responsible duties.

Skills and Competencies

• Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques.
• High degree of professionalism, confidentiality, tact, and discretion with internal and external clients.
• Have 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.
• Thorough 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.

Physical Requirements

While performing the duties of this job, the employee typically sits at a desk; the ability to climb stairs is required. The employee may occasionally be required to work outside around construction equipment. The employee may occasionally drive a vehicle, lift and/or move up to 50 pounds. The employee frequently is required to communicate in person, by electronic mail, by telephone, and other Zoom/Teams online conference systems. Specific vision abilities required by this job include close vision and ability to adjust focus.

The employee will need to be able to move large amounts of conference/trade show materials in the building to shipping and receiving, load/unload shipping pallets, and shrink wrap the shipments. These events occur six to ten times per year, sometimes concurrently.

Additional Requirements

The employee will need to be able to move large amounts of conference/trade show materials in the building to shipping and receiving, load/unload shipping pallets, and shrink wrap the shipments. These events occur six to ten times per year, sometimes concurrently.

Observatory employees must be authorized to work in the United States. The Observatory presently cannot sponsor H-1B Visas for this position.

Total Rewards:

Compensation

The starting salary for this position is between $22.75-$32.00 Factors which may affect starting pay within this range may include; education, experience, skills, competencies, other qualifications of the successful candidate, as well as internal equity and labor market conditions.

Benefits:

Associated Universities, Inc (AUI) offers a comprehensive benefits package addressing the needs of employees and their families with most benefits beginning on the first day of employment, subject to eligibility requirements. AUI provides:

• 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.
• AUIs retirement benefit contributes an amount equal to 10 percent of a qualified participants base pay with no required employee contribution.
• Click Total Rewards for more information.

Application Instructions:

Select the Apply button above. Please be prepared to upload your current resume and a cover letter describing interest and suitability for the position.

Equal Opportunity Employer Statement:

AUI is an equal opportunity employer. To view our complete statement, please visit If you require reasonable accommodation for any part of the application or hiring process, you may submit your request by sending an email to View email address on click.appcast.io. PM20

Compensation details: 22.75-32 Hourly Wage

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