Administrative Assistant II

　　Administrative Northern Virginia, Virginia

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　　Description

　　Position Summary

　　The Administrative Assistant II provides a variety of functions within the AUI Corporate Office and AUI Labs Office, such as answering calls, organizing mail, assisting with bookkeeping, and directing visitors. Manages and coordinates calendars, meetings, travel, and onsite visits. Collects, prepares, or reviews confidential information, correspondence, reports, and presentations. Acting as a representative of Associated Universities, Inc, (AUI) or AUI Labs, the position requires a high level of professionalism, judgment, confidentiality, a positive attitude, attention to detail, and initiative with internal and external clients. Must be organized and have strong verbal and written communication skills. With minimal supervision, you must be able to work independently, anticipate the needs of the AUI Corporate Office and AUI Labs Office, and take appropriate steps to respond.

　　Benefits

　　AUI provides excellent paid time off benefits (vacation and sick leave). Medical, dental and vision plans are effective on the first day of employment. After one year of employment, AUI’s retirement benefit contributes an amount equal to 10 percent of a qualified participant’s base pay. No contribution is required of the employee; we also offer an optional supplemental, tax-deferred plan for employee retirement contributions.

　　Key responsibilities and duties will include, but are not limited to:

　　Manages calendar(s) for a supervisor or manager within a department or division.

　　Manages the office shared calendar.

　　Acts as the AUI Corporate Office/AUI Labs contact for internal and external clients; efficiently handles inquiries with minimal supervision in a professional and timely manner.

　　Coordinates registrations and travel logistics for the manager and/or staff, sometimes assisting non-AUI travelers with arrangements.

　　Prepares and submits travel authorizations and travel reimbursement requests.

　　Coordinates and assists with meeting and event logistics, both onsite and offsite, by scheduling appropriate meeting times, booking rooms, organizing catering, arranging shipping of supplies, and setting up virtual communications when necessary.

　　May attend meetings to prepare and disseminate detailed minutes.

　　Organize conference room scheduling, equipment, and cleaning.

　　Work with office vendors to schedule maintenance and order replenishment supplies for business machines.

　　Manages the reception area and shared work areas, and looks after visitors.

　　Maintains stock lists and orders office supplies as needed.

　　Composes and proofreads communications, e.g., business letters, emails, and reports.

　　Manages outgoing post and records data on special deliveries.

　　Attends workshops and conferences when requested.

　　Enters purchase requisitions, gathers supporting documents, and monitors purchase orders.

　　May take care of website functions and social media profiles.

　　Handles petty cash transactions.

　　Works with administrative support team to handle requests between departments.

　　Works with executive assistants to handle requests between senior and executive management.

　　May fill in for other administrative support staff on a limited basis.

　　Maintain collaboration and team support.

　　Assist in ordering organizational promotion materials as requested.

　　Answers phone calls and transfers them as necessary.

　　Maybe we need to provide multi-site support, which may include limited travel.

　　Assists with special projects as needed.

　　Other duties, as assigned

　　Position Requirements

　　Minimum Education:

　　An Associate 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 4 years of experience in an administrative capacity with increasingly responsible duties.

　　Computer Skills:

　　Proficient in the Microsoft Office suite with demonstrated efficiency in Outlook, Excel, PowerPoint, and Word; Adobe, SharePoint, web-based and cloud-based applications; and accounting software (e.g., JDE, Deltek) experience is preferred.

　　Qualifications:

　　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, J.D. Edwards, 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.

　　Thorough 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.

　　Physical Conditions/Nature of Work:

　　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. The employee may occasionally be required to work outside around construction equipment. The employee may occasionally drive a vehicle, lift and/or move up to 50 pounds. The employee frequently is required to communicate in person, by electronic mail, and by telephone. Specific vision abilities required by this job include close vision and ability to adjust focus.

　　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 http://jobs.jobvite.com/nrao/jobs . 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 [email protected]

　　PM20