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Senior Administrative Assistant - Information and Technology Services Division (ITSD)- #0036740

Space Telescope Science Institute Baltimore Full-Time
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The Space Telescope Science Institute (STScI) is the science operations center for several NASA missions, including the Hubble Space Telescope, the most famous space observatory in history. We also lead the science and mission operations for the James Webb Space Telescope (JWST), planned to launch in 2021 and will perform parts of the science operations for the Wide Field Infrared Survey Telescope (WFIRST), in formulation for launch in the mid-2020s.


STScI is seeking a Sr. Administrative Assistant to provide high-level administrative support to the Information and Technology Services Division (ITSD). The successful candidate will be able to perform a wide variety of both complex and routine administrative functions while working as part of a team and supporting division management and staff.


Knowledge, Skills, and Abilities


  • Strong attention to detail is essential
  • Intermediate to advanced skills Microsoft Office with a focus on high-level use of Excel for tracking purposes. Ability to work with pivot tables a plus!
  • Familiarity with Deltek/Costpoint
  • Assist ITSD Management with budget planning and special projects
  • Assist ITSD staff with registration for training, travel arrangements, and expense reports
  • Provide regular maintenance of ITSD spreadsheets, tracking all purchases against an established budget
  • Process a high volume of routine and complex purchase requisitions (PR’s), tracking pending procurements, monitor purchase orders and process invoices when received
  • Monthly monitoring of invoice and purchase order status, working with division management on invoice accruals
  • Work with division management onboarding newly arriving staff, including maintenance of the division organization chart
  • Maintain various division databases with a keen eye towards accuracy!
  • Excellent verbal and writing skills

Candidate should possess the following “soft” skills:


  • Demonstrated evidence of excellent customer service
  • Proven ability to quickly adapt to changing priorities and managerial styles
  • Adept at balancing multiple priorities and multi-tasking
  • Should feel comfortable exercising independent judgment in a fast-paced environment
  • Innovative thinker and problem solver with strong time management skills

Education/Experience:


  • Some college coursework strongly preferred
  • Five (5) to ten (10+) years of experience in an administrative support role or equivalent

To Apply: Share your experience by completing an on-line application. Please upload a cover letter and resume in one PDF document for review. Applications received by September 6th will receive full consideration


Direct link: URL blocked - click to apply


Explore all career opportunities through our website at URL blocked - click to apply


AURA, as a leader in the astronomical community, is committed to diversity and inclusion. AURA 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 at URL blocked - click to apply


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.


STScI sees the diversity of our staff as a strategic priority in our desire to create a first-rate scientific community. We reflect that deep commitment in strongly encouraging women, minorities, veterans, and disabled individuals to apply for these opportunities.


Veterans, disabled individuals or wounded warriors needing assistance with the employment process can contact us at Email blocked - click to apply. EOE/AA/M/F/D/V

  • Demonstrated evidence of excellent customer service
  • Proven ability to quickly adapt to changing priorities and managerial styles
  • Adept at balancing multiple priorities and multi-tasking
  • Should feel comfortable exercising independent judgment in a fast-paced environment
  • Innovative thinker and problem solver with strong time management skills

Education/Experience:

  • Some college coursework strongly preferred
  • Five (5) to ten (10+) years of experience in an administrative support role or equivalent

Recommended skills

Multitasking
Attention To Detail
Balancing (Ledger/Billing)
Creativity
Decision Making
Onboarding
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