Administrative Assistant I - AURA
Maui, HI
About the Job
Description
The Administrative Assistant I perform a variety of administrative tasks for the National Solar Observatory. Reviews and answers correspondence, performs administrative duties such as document or spreadsheet preparation/editing, filing, collecting and distributing mail and managing calendars, etc. Provides for adequate follow-up on all tasks, as required. May research information and provide interpretations and recommendations.
Essential Functions:
+ Performs administrative tasks for the NSO Maui staff, as required.
+ Receives visitors, directing to the proper persons.
+ Answers a variety of inquiries concerning policy or procedures, and routes technical inquiries to the proper persons.
+ Reviews correspondence and reports to assure procedural and typographical accuracy, as required.
+ Establishes, maintains, and revises files, both electronic and hardcopy, as necessary.
+ Compiles reports and miscellaneous data as required. Also performs calculations and assists with research, as requested.
+ Performs such other duties and disposes of special problems as may be required by taking necessary action and acting independently within the authority delegated.
+ Processes and maintains records on purchasing and/or travel records as required.
+ Cooperates and coordinates professionally with personnel of all levels, both internal and external to the organization.
+ Expected to take initiative in their professional development by seeking feedback, improving skills, and identifying areas for personal growth. This includes participating in training opportunities and development programs provided by the organization.
+ Contribute to a collaborative, respectful, and productive workplace by maintaining open communication, supporting team efforts, and fostering a sense of belonging within the team.
+ The administration staff for the NSO are required to always maintain confidentiality and discretion in all aspects of their daily tasks. This includes, but is not limited to, ensuring the privacy and security of sensitive information, including Personally Identifiable Information (PII) at all times.
+ Responsible for ensuring compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management system, https://cas.aura-astronomy.org/Awards .
+ All AURA employees are responsible for the proper management and control of all AURA property within their work area, whether assigned to them or someone else. This responsibility includes reporting any known missing, stolen, or non-working property in their work area to their supervisor or the AURA Property Officer. For detailed information on proper custodial care of government property, refer to the AURA Employee Handbook at http://hr.aura-astronomy.org/?q=handbook .
Specific Functions:
+ In coordination with supervisor, oversees rental houses for visiting or relocating employees, which may include:
+ On-site inspections to identify potential issues and ensure cleaning quality and usability;
+ Replenish supplies, as needed;
+ Coordinate cleaning schedule;
+ Maintain rental house calendar scheduling, in coordination with NSO travel administrators.
+ Assists as back-up to on-site CAS employee for receiving incoming and outgoing shipments for the Maui office.
+ Responsible for maintaining regular office supplies, including shipping & receiving supplies, and ordering for all NSO Maui staff.
+ Responsible for greeting and interacting professionally with NSO visitors.
+ Ensure NSO visitors sign appropriate AURA Workplace Conduct form and provide signed forms to HR.
+ Maintain conference room and meetings calendars for the Maui office and schedule appointments, as required.
+ Coordinate and confirm catering for NSO workshops and meetings, including consideration for individual dietary restrictions and staying within the Per Diem allowance when selecting the menu.
+ Assists NSO DSSC Facility Coordinator as backup for facility operations and maintenance, as needed.
+ Assists NSO Sr. Administrative Specialist as backup for preparations of requisitions, processing of invoices, scanning documents, etc., as needed.
+ Other duties as assigned.
Required Education/Experience/Skills/Abilities:
+ Completion of High School, or Equivalent with relevant college-level courses or associate degree preferred.
+ Proficiency with personal computers and word processing experience preferred.
+ Considerable knowledge of English usage, spelling, grammar and punctuation.
+ Must have the judgment, initiative, discretion, and tact necessary to carry out duties, including the ability to keep confidential information within the proper bounds.
+ Must be able to cooperate and coordinate with others at all levels in carrying out tasks.
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 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
Salary Range: $45,000-$55,000 . The final salary will depend on skills, qualifications and experience.
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/benefits-by-location/
The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by October 18, 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).
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 49 US institutions and 3 international affiliates that operates world-class astronomical observatories for the National Science Foundation (https://www.nsf.gov/) and NASA (https://www.nasa.gov/) . 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 (https://www.aura-astronomy.org/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 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)
The Administrative Assistant I perform a variety of administrative tasks for the National Solar Observatory. Reviews and answers correspondence, performs administrative duties such as document or spreadsheet preparation/editing, filing, collecting and distributing mail and managing calendars, etc. Provides for adequate follow-up on all tasks, as required. May research information and provide interpretations and recommendations.
Essential Functions:
+ Performs administrative tasks for the NSO Maui staff, as required.
+ Receives visitors, directing to the proper persons.
+ Answers a variety of inquiries concerning policy or procedures, and routes technical inquiries to the proper persons.
+ Reviews correspondence and reports to assure procedural and typographical accuracy, as required.
+ Establishes, maintains, and revises files, both electronic and hardcopy, as necessary.
+ Compiles reports and miscellaneous data as required. Also performs calculations and assists with research, as requested.
+ Performs such other duties and disposes of special problems as may be required by taking necessary action and acting independently within the authority delegated.
+ Processes and maintains records on purchasing and/or travel records as required.
+ Cooperates and coordinates professionally with personnel of all levels, both internal and external to the organization.
+ Expected to take initiative in their professional development by seeking feedback, improving skills, and identifying areas for personal growth. This includes participating in training opportunities and development programs provided by the organization.
+ Contribute to a collaborative, respectful, and productive workplace by maintaining open communication, supporting team efforts, and fostering a sense of belonging within the team.
+ The administration staff for the NSO are required to always maintain confidentiality and discretion in all aspects of their daily tasks. This includes, but is not limited to, ensuring the privacy and security of sensitive information, including Personally Identifiable Information (PII) at all times.
+ Responsible for ensuring compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management system, https://cas.aura-astronomy.org/Awards .
+ All AURA employees are responsible for the proper management and control of all AURA property within their work area, whether assigned to them or someone else. This responsibility includes reporting any known missing, stolen, or non-working property in their work area to their supervisor or the AURA Property Officer. For detailed information on proper custodial care of government property, refer to the AURA Employee Handbook at http://hr.aura-astronomy.org/?q=handbook .
Specific Functions:
+ In coordination with supervisor, oversees rental houses for visiting or relocating employees, which may include:
+ On-site inspections to identify potential issues and ensure cleaning quality and usability;
+ Replenish supplies, as needed;
+ Coordinate cleaning schedule;
+ Maintain rental house calendar scheduling, in coordination with NSO travel administrators.
+ Assists as back-up to on-site CAS employee for receiving incoming and outgoing shipments for the Maui office.
+ Responsible for maintaining regular office supplies, including shipping & receiving supplies, and ordering for all NSO Maui staff.
+ Responsible for greeting and interacting professionally with NSO visitors.
+ Ensure NSO visitors sign appropriate AURA Workplace Conduct form and provide signed forms to HR.
+ Maintain conference room and meetings calendars for the Maui office and schedule appointments, as required.
+ Coordinate and confirm catering for NSO workshops and meetings, including consideration for individual dietary restrictions and staying within the Per Diem allowance when selecting the menu.
+ Assists NSO DSSC Facility Coordinator as backup for facility operations and maintenance, as needed.
+ Assists NSO Sr. Administrative Specialist as backup for preparations of requisitions, processing of invoices, scanning documents, etc., as needed.
+ Other duties as assigned.
Required Education/Experience/Skills/Abilities:
+ Completion of High School, or Equivalent with relevant college-level courses or associate degree preferred.
+ Proficiency with personal computers and word processing experience preferred.
+ Considerable knowledge of English usage, spelling, grammar and punctuation.
+ Must have the judgment, initiative, discretion, and tact necessary to carry out duties, including the ability to keep confidential information within the proper bounds.
+ Must be able to cooperate and coordinate with others at all levels in carrying out tasks.
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 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
Salary Range: $45,000-$55,000 . The final salary will depend on skills, qualifications and experience.
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/benefits-by-location/
The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by October 18, 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).
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 49 US institutions and 3 international affiliates that operates world-class astronomical observatories for the National Science Foundation (https://www.nsf.gov/) and NASA (https://www.nasa.gov/) . 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 (https://www.aura-astronomy.org/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 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)
Source : AURA