NSF’s NOIRLab is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. NOIRLab is a Federally Funded Research and Development Center (FFRDC) which operates as a matrix organization, providing services across a range of programs: Gemini, Rubin, MSO (CTIO and KPNO), and CSDC; with facilities in three geographic locations: Arizona, Chile and Hawai’i. The mission of NOIRLab is to enable breakthrough discoveries in astrophysics by developing and operating state-of-the-art ground-based observatories and providing data products and services for a diverse and inclusive community.
The NOIRLab Executive Assistant (EA) supports the Lab Director and the Associate Director of Administration by providing a variety of high-level administrative functions. The person in this role exercises initiative, independent judgment and discretion while anticipating the needs of the NOIRLab Director and the Associate Director of Administration. The Executive Assistant will work closely with NOIRLab directorate, other Center leaders, and staff to support the organizational mission and objectives of the Lab. This position is based on-site in Tucson, Arizona at NOIRLab Headquarters adjacent to the University of Arizona campus.
$ads={1}
Essential Functions:- The EA will propose creative solutions to a wide variety of challenges, including logistics, administration, conflict resolution and Lab-wide issues. Draw on experience and use sound judgment, critical thinking, and organization management skills to plan and accomplish goals.
- Coordinate executive communications, including taking calls, responding to emails, and interfacing with internal staff and external groups (Lab management, AURA Corporate, NSF Partners and other agency stakeholders).
- Schedule meetings, appointments and manage travel itineraries (domestic and international), and all expense reports for Director.
- Set up hybrid meetings in physical conference rooms using video conferencing application(s) with calendar applications.
- Manage the Director’s and Associate Director’s calendar and assist in the preparation for a broad variety of meetings within the Lab (staff, Town Hall, NSF, Board and Association presentations).
- Be available to monitor email and text messages in the evenings and on Occasionally handle time-sensitive matters outside normal business hours.
- Develop and implement mechanisms to improve and facilitate internal
- Prepare routine and advanced documents including letters, memoranda, reports, financial data, and/or review them for quality.
- Maintain an organized system of electronic documents and curate documentation in Google Drive, SharePoint, Confluence, or any physical documents as needed.
- Develop and propose creative solutions to a wide variety of challenges, including logistics, administration, conflict resolution and laboratory-wide Draw on experience and use sound judgment to plan and accomplish goals.
- Take responsibility for preparation and delivery of confidential and time-sensitive
- Audit procedures/processes and recommend management action to improve
- Act as central information resource and determine appropriate courses of action, drawing on other sources as needed.
- Serve as a liaison as needed in meetings, daily activities, and special events; may interact with vendors and staff on behalf of the Director.
- Participate in meetings, record action items, and track progress and monitor project schedules and deadlines as needed
- Contribute to budget development for Director’s Office, interfaces with Central Administrative Services staff concerning Director’s accounts and prepare reports as needed regarding expenditures and account funds.
- Provide any administrative liaison support for NOIRLab-hosted visitors (in coordination with Receptionist, facilitate building access/keycards, temporary office space, building navigation, etc.).
Other Functions:
- Other duties as assigned
Required Education/Experience/Skills/Abilities:
- A minimum of (10) years of top-level administrative management and coordination support experience reporting directly to senior management.
- Experience successfully working in a large complex organization (scientific, educational, government, etc.), and with geographically dispersed offices and staff across various time zones.
- Bachelor's degree in business administration or related field, or equivalent combination of experience and education.
- Excellent written and verbal communication skills
- Excellent interpersonal skills: ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude
- Proficiency with Microsoft Office products, especially Word and Excel and open to learning new software tools as needed.
- Experience in modern communication and collaboration tools (such as - chat tools, knowledge management systems, zoom-teams video conferencing and Confluence).
- Strong ability to balance competing priorities within a dynamic scientific and business environment filled with competing priorities-interruptions; and must create a calm, fluid environment while shifting gears, maintaining accuracy, and completing a volume of various activities daily for the Lab Director.
- Ability and desire to cooperate, coordinate, and interface with all levels of personnel, both internal and external to the organization, with a positive attitude.
- Strong coordination abilities to prioritize projects and tasks and provide guidance and direction to support staff.
- Strong project coordination abilities: prioritize projects, delegate, and provide guidance and direction to support staff.
Desirable Qualifications:
- Given the nature of the NSF's NOIRLab organization, proficiency in spoken Spanish and experience in a matrix environment are valued.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
- The employee is occasionally required to stand, walk, reach with hands and arms and stoop; kneel; crouch; or crawl.
- The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
- Must possess - sufficient mobility, strength, or dexterity in both arms and hands and both legs to a) reach upward, sideways, downward to work with paper files; b) sufficient mobility and dexterity to utilize computer systems, fax machines, copiers, and other office machines.
- Must possess – 1) ability to read and understand instructions, drawings, safety guides, and other written materials necessary to perform job; 2) sufficient visual capacity to perform the applicable functions without assistance of visual aids other than eye contacts or eye glasses; 3) sufficient spoken aural capacity to hear and understand instructions, warning bells, fire alarms, or shouted instructions without assistance of auditory aids other than a hearing aid; and 4) ability to impart information orally so that others understand and can respond appropriately
- Some travel may be necessary in or outside the contiguous United States.
Preference will be given to qualified internal candidates and qualified Native Americans living on or near the Tohono O'odham reservation.
The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by July 7, 2023.
- 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 2 professional references in your application (references will only be contacted later in the recruitment process).
Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org
The Association of Universities for Research in Astronomy (AURA) is a consortium of 47 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.
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/
Consistent with the actions of the Biden Administration, as of 12 May 2023, AURA will no longer require COVID-19 vaccination of its employees in the U.S. AURA employees in the U.S. may be subject to COVID-19 vaccination requirements from other entities, such as host institutions or partner affiliations.
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 identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.
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)
