Executive Assistant

Company: Vera C. Rubin Observatory
Location: Tucson
Posted on: June 23, 2022

Job Description:

Vera C. Rubin Observatory is a brand-new astronomical facility currently under construction in Chile, with staff based in Tucson, Arizona. Rubin Observatory will undertake the Legacy Survey of Space and Time (LSST) which promises to be one of the largest and most comprehensive astronomy surveys of its kind which is sure to fundamentally change how humanity perceives and understands the Universe in which we live. Rubin Observatory will enable countless discoveries in almost every area of modern astronomical research-discoveries made possible by the team that built the Rubin Observatory system, and by the global science community that Rubin Observatory serves.Rubin is searching for an experienced Executive Assistant to provide support in a variety of high-level administrative functions. The role exercises initiative, independent judgment and discretion while anticipating needs of the Project Manager and Operations Director. The position is based in Tucson, Arizona and offers a hybrid remote and onsite work schedule. The position will initially support both the ongoing construction effort as well as operations and will transition to an all operations role at the completion of constructionEssential Functions: Schedule meetings and appointments and manage travel itinerariesManage calendars and assist in preparing for meetings including allocating Zoom and Bluejeans accounts to other staff members, setting up live notes documents on a variety of platforms (e.g., Google, Confluence)Track meeting and review recommendations and initiate processes for implementation of responses by larger Rubin teams.Reconcile credit card statements for the Project Manager and Operations DirectorAssist the Program Manager and Operations Director in transition planning and staff onboardingPrepares budgets and authorizes purchases within signature authority levels. Tracks expenditures and prepares accounting/billing as appropriateWorks with AURA CAS to maintain contracts with Rubin contractorsManage Rubin office space needs in Tucson, interfacing with NOIRLab facilities as appropriateOccasionally handle time-sensitive matters outside normal business hoursPrepare routine and advanced documents including letters, memoranda, reports, financial data, and/or review them for qualityMaintain an organized filing system of paper and electronic documentsPropose creative solutions to a wide variety of challenges, including logistics, administration, conflict resolution and laboratory-wide issues. Draw on experience and use sound judgment to plan and accomplish goals.Audit procedures/processes and recommend management action to improve efficiencyServe as a liaison as needed in meetings, daily activities, and special events; may interact with vendors and staff on behalf of the DirectorRequired Education/Experience/Skills/Abilities:Bachelor's Degree in Business Administration or related field, or equivalent combination of experience and educationMinimum 5 years of administrative experienceExcellent written and verbal communication skillsExcellent 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 attitudeStrong project coordination abilities: prioritize projects, delegate and provide guidance and direction to support staffProficiency in use of personal computer applications for word processing, spreadsheet preparation, presentation software, database and project management, etc.Excellent judgment, initiative, discretion, and tact necessary to carry out duties, including the ability to keep confidential information within the proper boundsAbility to develop expert knowledge of company and departmental policies and processesPreferred Education/Experience/Skills/Abilities:Proficiency in spoken SpanishSupervisory experiencePhysical 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.The work is mostly carried out in an office environment. Long periods of sittingand computer usagemay be required.Some travel may be necessary both domestic and internationalWe are committed to diversity and inclusion at Rubin Observatory. Our managing organization, AURA, as a leader in the astronomical community, develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the astronomical scientific workforce. Learn more athttp://www.aura-astronomy.org/diversity.aspAURA 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/Preference will be given to qualified internal candidates and qualified Native Americans living on or near the Tohono O'odham reservation.Please list 3 professional references in your application (references will only be contacted later in the recruitment process) and attach: 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.For full consideration, please submit your application by April 27, 2022.Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.orgCOVID-19 UPDATE:Effective December 8, 2021, AURA will require all U.S. based employees to be fully vaccinated, including being up to date with boosters, for COVID-19. Vaccination will be a condition of employment, with exemptions granted only for valid medical or religious reasons. This is requirement for all employees working onsite or from home (telework or hybrid remote work schedule). Currently the vaccination requirement does not apply to any future AURA employees working in Chile, regardless of their nationality or type of contract.AURA currently offers a mix-model workspace (office & virtual) and stimulating environments for all, with most staff currently working virtually from home. The safety of our staff and community is our top priority. We will continue to interview and screen candidates in this new virtual landscape and offers of employment can be extended and new hires may onboard virtually. Employees are required to be residents in their base job location within a limited time from their start date.The Association of Universities for Research in Astronomy (AURA), is a consortium of over 40 US institutions and three international affiliates that operates world-class astronomical observatories. AURA's role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. AURA is responsible for managing the operations of the NSF's NOIRLab, the National Solar Observatory, and the construction of the Vera C. Rubin Observatory under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA.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 and all of the centers, do 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 record keeping and reporting. Your responses are kept strictly confidential.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe 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)

Keywords: Vera C. Rubin Observatory, Tucson , Executive Assistant, Other , Tucson, Arizona