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