Administrative Assistant ll-lll (5019)

Position Description:

Position Summary

The Green Bank Observatory (GBO) enables leading edge research at radio wavelengths by offering telescope, facility and advanced instrumentation access to the astronomy community as well as to other basic and applied research communities. With radio astronomy as its foundation, the Green Bank Observatory is a world leader in advancing research, innovation, and education. The Observatory is an exciting and dynamic organization that is pushing the boundaries of our understanding of the universe. Whether you are a scientist, student, or simply someone who is fascinated by the cosmos, the NRAO offers a wealth of opportunities to learn, explore, and discover.

At GBO, we are seeking an Administrative Assistant to provide administrative support to the Observatory Director and to other departments on the observatory site. This position requires experience in the principles, practices and standards of administration programs and processes. The candidate must also demonstrate the ability to work in an environment requiring a high level of confidentiality, integrity, teamwork, and customer service.

This position will be based at our Green Bank, WV location. A partial telework arrangement may be possible but is not guaranteed.

What You Will be Doing:

• Acting as the department contact for internal and external clients; efficiently handling inquiries with minimal supervision in a professional and timely manner.
• Composing and proofreading communications, e.g. business letters, emails. May work with assembly, formatting, and proofreading of complex annual reports.
• Working with administrative support team to handle requests between departments, may include back-up for reception as requested.
• Working with various leadership stakeholders to handle requests between senior and executive management.
• Filing and organizing confidential files.
• Maintaining databases, entering and retrieving data for reports.
• Attending meetings to prepare and disseminate detailed minutes.
• Managing and processing invoice payments and monthly reconciliations of multiple department credit card statements.
• Coordinating various special events onsite or offsite, to include all logistics such as ordering supplies, catering, set up and break down, etc.
• Entering purchase requisitions, gathering supporting documents.
• Processing invoices for payment.
• 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.
• Managing complex calendar(s) for individuals or teams.
• Assisting with special projects as needed.
• Will work closely with other administrative team members to develop best practices and insure consistent administrative presence.
• 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. You will be working at a computer and interacting regularly with employees and external resources.

Who You Are:

• You have an associate’s degree (A.A) from a two-year college or technical school in administration, or an equivalent combination of education and experience.
• You have a minimum of four years of experience in an administrative capacity with increasingly responsible duties, or equivalent combination of education and experience.

The rank will be determined based on the successful candidate’s directly related experience and qualifications.

Competency Summary

• Comprehensive knowledge of standard office practices, procedures, equipment, and administrative techniques.
• High level of competency in Microsoft software products (Word, Excel, PowerPoint) and web-based systems, Visio and SharePoint.
• Must be a team player with the ability to establish and maintain effective working relationships with other employees and the public while maintaining confidentiality standards required of t