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Administrative Assistant I

Company: National Radio Astronomy Observatory
Location: Charlottesville
Posted on: December 4, 2019

Job Description:

Administrative Assistant I Administrative Charlottesville, Virginia Apply Description Administrative Assistant I Position Description: Position Summary The National Radio Astronomy Observatory (NRAO) is now seeking an Administrative Assistant to provide administrative support to the Director's Office, Human Resources, Observatory Diversity and Inclusion, and the Education and Public Outreach departments. This position requires knowledge of principles, practices and standards of administration of programs and processes. Also must demonstrate the ability to work in an environment requiring a high level of confidentiality, integrity, teamwork, and customer service. The NRAO has enabled forefront research into the Universe at radio wavelengths for more than sixty years. We provide state-of-the-art radio telescope facilities for use by the international scientific community. The position will be based at our headquarters in Charlottesville, Virginia. Job Duties Summary - The responsibilities of this position include: - Managing calendar(s) for an individual or team. - Acting as the department contact for internal and external clients; efficiently handling inquiries with minimal supervision in a professional and timely manner. - Coordinating registrations, travel logistics, and interviews for team members and candidates, sometimes assisting non-observatory travelers with arrangements. - Preparing travel-related documents, including Travel Authorizations and Travel Reimbursements. - Assisting with meeting preparation, to include catering and set-up/break-down. - Maintaining databases, entering and retrieving data for reports. - Filing and organizing confidential files. - Attending meetings to prepare and disseminate detailed minutes. - Composing and proofreading communications, e.g. business letters, emails, and reports. - Managing department credit cards and reconciling monthly statements. - Entering purchase requisitions, gathering supporting documents. - Processing invoices for payment. - Working with administrative support team to handle requests between departments. - Working with executive assistants to handle requests between senior and executive management. - Assisting with special projects as needed. - Providing back-up for Reception as needed. - Other duties as assigned. Work Environment Work is typically performed in an office environment. While performing the duties of this job, the employee typically sits at a desk, uses a personal computer, telephone, photocopier, facsimile, and other standard office equipment. Position Requirements: Minimum Education Associate's degree (A.A.) or equivalent from a two-year college or technical school in administration, or an equivalent combination of education and experience. Minimum Experience A minimum of 2 years of experience in an administrative capacity. Competency Summary Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques; thorough knowledge of business English and spelling; and the ability to make mathematical calculations and to set up complex forms and statistical tables. Thorough knowledge of personal computers, including word processing and spreadsheet software and the Internet. Ability to learn to read and comprehend complex and specialized vocabulary. Ability to establish and maintain effective working relationships with other employees and the public; ability to understand and follow oral and written instruction; ability to organize and perform work independently in the absence of specific instructions. Understanding of Division functions and Observatory policies; the ability to interpret and apply policies and procedures, and to make decisions in accordance with regulations and established policies. Must demonstrate effective written and verbal communication skills; have strong interpersonal and listening skills; possess excellent organizational and math/quantitative skills; have the ability to effectively multi-task, respond to priorities, and complete tasks on time with minimum supervision. Strong working knowledge of Microsoft Office Suite. Physical Requirements Must be able to work at a computer terminal for extended periods of time and work effectively in an environment given multiple tasks and competing priorities. Must be able to handle, bend, stoop, lift, and reach, in the maintenance of the office filing system. Application Instructions: Select the Apply button below. Applicants are required to submit a CV/Resume; a cover letter describing interest and suitability for the position is optional but recommended. Please upload your CV/Resume with the 'Add Resume' button and your cover letter with the 'Additional Files' button at the beginning of the application process. Equal Opportunity Employer Statement: AUI is an equal opportunity employer. Women, Minorities, Vietnam-Era Veterans, Disabled Veterans, Veterans and Individuals with Disabilities are encouraged to apply. To view our complete statement, please visit ********************************** If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email to ****************. The National Radio Astronomy Observatory is a facility of the National Science Foundation operated under cooperative agreement by Associated Universities, Inc.

Keywords: National Radio Astronomy Observatory, Charlottesville , Administrative Assistant I, Administration, Clerical , Charlottesville, Virginia

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