Portfolio Administrator

NSF’s NOIRLab has an immediate opening for a Portfolio Administrator for the International Gemini Observatory.   The successfull candidate will provide portfolio management support across the 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 at http://www.aura-astronomy.org/diversity.asp

NSF’s National Optical-Infrared Astronomy Research Laboratory (NOIRLab) is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. NOIRLab is a Federally Funded Research and Development Center (FFRDC) which operates as a matrix organization, providing services across a range of programs: Gemini, Rubin, MSO (CTIO and KPNO), and CSDC; with facilities in three geographic locations: Arizona, Chile and Hawai’i. The mission of NOIRLab is to enable breakthrough discoveries in astrophysics by developing and operating state-of-the-art ground-based observatories and providing data products and services for a diverse and inclusive community.

The Portfolio Administrator will join the PMO team to support daily activities including tending the PMO helpdesk, liaising with NOIRLab’s PMO, customer interaction, coordination activities, tracking the progress of the portfolio, and preparing relevant portfolio management reports, will also support the evolution of the PMO by undertaking improvement activities including those related to our project management methodology, knowledge base, tools, and templates.

Essential Functions of the Job: 

  • Tend the PMO helpdesk, addressing and distributing tasks as appropriate.
  • Interface with Gemini PMO stakeholders including the NOIRLab Portfolio Management Office and Gemini Finance Provide.
  • Support communication processes between project managers, program managers, the PMO, and other relevant stakeholders. 
  • Provide support to Gemini South (Chile) and Gemini North (Hilo) staff in the use of the Project Management Knowledge Base and resource management tools.
  • Coordinate, monitor, and communicate project execution and progress in relation to portfolio performance and resource allocation.
  • Create custom reports for portfolio, programs, and project managers for portfolio and project information, as requested.
  • Support project management related events such as training events, open house events, project reviews, project kick-offs, and other events as requested.
  • Assist project managers with resource allocation and related tasks.
  • Assist project managers with project execution tasks, such as action items list, risk registers, project schedules.
  • Undertake improvement activities including those related to our project management methodology, knowledge base, tools, and templates, as assigned.

Required Education/Experience/Skills/Abilities:

  • Education: Bachelor’s degree in Administration, Business Management, Project Management, Engineering or related field required.
  • Experience: Three to five years’ experience in either a responsible administrative assistant position Demonstrated proficiency with Google Suite or Microsoft Office Suite.
  • Strong planning and organizational skills with the ability to prioritize tasks.
  • Excellent communication, customer service, and meeting skills.
  • Ability to handle multiple tasks and competing demands with the minimum of stress and frustration.
  • Ability to remain calm in tense situations.
  • Good interpersonal skills and must be able to communicate clearly and frequently electronically, over the phone and face-to-face.
  • Fluent in English.
  • Experience working in multicultural environments.

Preferred Education/Experience/Skills/Abilities:

  • Education: Courses in project management, portfolio management, and risk management desired.
  • Knowledge of risk management and quality assurance processes.
  • Knowledge of the Project Life Cycle and Systems Development Life Cycle frameworks.
  • Certifications – CAPM, PMP, or PRINCE2 certification.
  • Specific Experience – experience with non-profit organizations preferred, experience with scientific research organizations desired.
  • Certifications – CAPM, PMP, or PRINCE2 certification.
  • Advanced proficiency in Spanish.

Physical 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 sitting and computer usage will be required. 

If you would like to apply for this opportunity, please submit your CV/Resume and a Cover Letter in English (PDF files preferred) and provide contact information of 3 professional referees in your application (references will be sought later in the recruiting process).  The position will remain open until filled, while all applications received before March 1, 2024 will receive full consideration.  Name any attachments with the following format: Lastname_Docname. Incomplete applications will not be considered. Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org. 

At NOIRLab we are committed to diversity and inclusion; 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 at http://www.aura-astronomy.org/diversity.asp

AURA offers an excellent benefits package including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment. 

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 and the Daniel K. Inouye Solar Telescope under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA. Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org  

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 does 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 recordkeeping and reporting. Your responses are kept strictly confidential.

Job Overview

  • Expiration date: December 31, 2025
  • Location: Anywhere
  • Job Title: Portfolio Administrator
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