Senior Administrative Coordinator

4 weeks ago

Tucson, Arizona, United States Aura Full time
Job Summary

The Senior Administrative Coordinator will provide high-level administrative support to the Rubin Observatory, exercising initiative, independent judgment, and discretion while anticipating the needs of the Operations Director. This role is part of the Program Operations Team and will involve specific duties and functions related to the overall operation of the observatory.

The position is based in Tucson, Arizona, and preference will be given to qualified internal candidates.

Key Responsibilities

  • Schedule meetings and appointments, manage travel itineraries, and coordinate logistics for events and meetings.
  • Manage calendars, prepare meeting materials, and assist in preparing for meetings, including booking physical meeting rooms and virtual connections.
  • Reconcile departmental credit card statements, submit travel expenses claims, and perform other administrative tasks as assigned.
  • Assist with boards, workshops, and review meetings, including organization, coordination, and follow-up.
  • Develop and maintain organized filing systems, track tasks through ticketing systems, and contribute to collaborative tools.
  • Propose creative solutions to challenges, including logistics, administration, conflict resolution, and laboratory-wide issues.
  • Audit procedures and recommend management action to improve efficiency.
  • Serve as a liaison in meetings, daily activities, and special events, interacting with vendors and staff as needed.

Requirements

  • Bachelor's degree in business administration or related field, or equivalent combination of experience and education.
  • Minimum 5 years of administrative experience.
  • Excellent written and verbal communication skills.
  • Excellent interpersonal skills, ability to cooperate, coordinate, and interface with all levels of personnel.
  • Strong ability to coordinate activities, prioritize tasks, and provide guidance and direction to staff.
  • Proficiency in use of personal computer applications for word processing, spreadsheet preparation, presentation software, database, and project management.
  • Exercise independent judgment, take initiative, and recommend effective action.
  • Ability to develop expert knowledge of company and departmental policies and processes.

Desirable Qualifications

  • Proficiency in spoken Spanish.

Physical Demands

This work is mostly carried out in an office environment. Long periods of sitting may be required. For full list of physical demands, please see the official job description. Some travel may be necessary in or outside the contiguous United States.

AURA offers an excellent benefits package, including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment. Details on benefits can be found at https://hr.aura-astronomy.org/employee-benefits-guide/

The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by October 16, 2024.

Please submit a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname.

Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org.

Please enter 3 professional references in your application (references will only be contacted later in the recruitment process).

The Association of Universities for Research in Astronomy (AURA) is a consortium of 49 US institutions and 3 international affiliates that operates world-class astronomical observatories for the National Science Foundation and NASA. AURA's role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. In addition, AURA is deeply committed to public and educational outreach, and to diversity throughout the astronomical and scientific workforce. AURA carries out its role through its astronomical facilities.

As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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