Administrative Assistant II full_time

The Space Telescope Science Institute (STScI) is a multi-mission science and flight operations center for NASA’s flagship observatories, on the Johns Hopkins University Homewood campus in Baltimore, Maryland. Learn more about our missions.

The Business Support Branch of the Space Telescope Science Institute seeks a highly organized Administrative Assistant to support the Office of Public Outreach (OPO). You will provide administrative support to a diverse team dedicated to sharing knowledge that inspires and informs the public, including exciting discoveries by the Hubble and James Webb Space Telescopes. This member of the administrative staff is crucial in supporting our business operations by including travel coordination, data management, administrative coordination of projects, problem resolution to ensure smooth day to day operations.

This position supports hybrid work but requires onsite support 3-4 days per week on our Baltimore campus. Candidates must reside in or be willing to relocate to our local market. (MD, DE, VA, PA, DC & WV).

Administrative Assistant Responsibilities:

• Provide comprehensive administrative support to the Office of Public Outreach, Business Resource Center and internal and external stakeholders
• Coordinate and manage calendars for project leads, managers, and team members, ensuring efficient scheduling of meetings, room reservations and assist with AV setup as needed.
• Process a high volume of routine and complex purchase requisitions (PR’s), tracking pending procurement, monitor purchase orders and process invoices
• Support Materials Requests for internal, external stakeholders and conference in an independent and timely manner, including supporting Directors Office in filling VIP requests
• Oversee various administrative tasks including filing system maintenance, supply inventory management, record keeping/documentation etc. Ensuring everything is up-to-date and easily accessible when required
• Other administrative duties as needed

Qualifications and Requirements:

• High School graduate or equivalent, with 5+ years prior experience providing administrative support
• Excellent organizational and time management skills, with the ability to multitask and prioritize projects effectively under tight deadlines both independently and as part of team
• Proficient computer skills including MS office suite (Word, Excel, PowerPoint, Outlook), email/calendar tools etc.
• Familiar with various administrative software and video conferencing tools        (Smartsheet’s, Box, Deltek, Webex) is preferred
• Excellent organizational skills with attention to detail as well exceptional verbal and written communication abilities
• Strong problem-solving skills coupled with resourcefulness with experience working in a fast pace environment

Compensation is commensurate with education and experience. The salary range for this role is $47,000 – $53,000 annually.

Our excellent benefits include:

• Employer retirement contribution – direct STScI contribution of 10% of your salary from your first day
• 12 days sick leave, up to 12 days’ vacation, and 10 paid holidays
• Comprehensive medical/dental/vision/prescription plans, and more!
• Flexible work schedule with work/life balance

TO APPLY: Please upload both a resume and a one-page cover letter in one document.  Your cover letter should describe the skills and experiences you bring to this position, why you are a good fit for this role at STScI, and how this position aligns with your career goals.

Direct link: Administrative Assistant II

Applications received by March 27, 2024 will receive full consideration. Applications received after this date will be considered until the position is filled.

STScI offers a flexible and welcoming workspace for all. STScI embraces the diversity of our staff as a strategic priority in creating a first-rate community. We strongly encourage women, ethnic 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 careers@stsci.edu EOE/AA/M/F/D/V.

As a leader in the astronomical community, AURA 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 workforce www.aura-astronomy.org/diversity.asp

As a recipient of U.S. Government funding, AURA is considered a government contractor 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, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and 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 under these regulations. We encourage your participation in meeting these federal reporting requirements for protection and assisting us in our record-keeping and reporting. Your responses are kept strictly confidential.