Administrative Assistant II - III

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 a n Administrative Assistant . This position is r esponsible 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…