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Job Details


Requisition Number 17-0192
Post Date 9/1/2017
Title Sr. Administrative Assistant
City Baltimore
State MD
Description

The Space Telescope Science Institute (STScI), located on the Johns Hopkins University Campus in Baltimore, MD, is the science operations center for the Hubble Space Telescope and the science and mission operations center for the James Webb Space Telescope, scheduled to launch in October, 2018.

The Space Telescope Science Institute is seeking a Sr. Administrative Assistant to support the Director’s office. Successful candidate will perform a variety of administrative functions and technical support ensuring timely and accurate completion of assigned tasks.

This individual will regularly support the Deputy Director’s travel, scheduling and communication needs. Primary responsibilities:

  • Schedules meetings and maintains calendars for Deputy Director and, as needed, for the Associate Directors.
  • Assists with scheduling internal and external meetings, including coordinating catering and meeting room organization. Arranges and connects meetings with BlueJeans and WebEx.
  • Arranges complex travel for the Director and Deputy Director both domestic and internationally. Completes accurate travel authorizations and expense reports. Reconciles credit card statements.
  • Creates check requests, purchase requisitions/orders and follows through from creation to final delivery of goods/services. Coordinates purchase requisitions/orders approvals in the Director’s office.
  • Assists with administrative projects and general office duties, such as mass mailings, copying and maintaining office supplies.
  • Coordinates maintenance of Director’s office internal Confluence site.
  • Greets visitors, screens and triages incoming calls and emails and directs to appropriate department, as needed.
  • Assists with special projects and acts as back up for office staff, as needed.
  • Maintains high level of confidentiality and discretion.
Requirements

The successful candidate will possess outstanding customer service skills and a dependable commitment to a Monday through Friday work week with hours from 9-5 daily. Routine exercise of independent judgment, initiative and ability to manage highly confidential information is required.

Bachelor’s degree preferred. Three to five years of solid experience in an administrative support role or equivalent. Experience in an academic, scientific or technical environment preferred. In addition to the following:

•  Self-starter, exhibiting strong initiative in executing responsibilities.

•  Innovative thinker and problem solver.

•  Strong attention to detail is critical.

•  Ability to quickly learn new skills and processes.

•  Strong organizational and time management skills.

•  Strong interpersonal and communications skills essential.

•  Proven experience working with CONFIDENTIAL materials and information.

•  Comfortable and fully-proficient working as a part of a team, as well as independently.

•  Proficient with Microsoft Office Suite (Outlook, Excel, Word, Powerpoint), Keynote and other standard office programs.

•  Established record of providing outstanding customer service.

 

Interested applicants are requested to complete an on-line application through our website at www.stsci.edu/jobs and attach a resume in the Resume Upload section. Please include #17-0192 in the file name. Applications received by September 18, 2017 will receive full consideration. STScI provides competitive salaries and comprehensive benefits.

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.

As an Equal Opportunity and Affirmative Action Employer, STScI does not discriminate because of race, sex, color, age, religion, national origin, sexual orientation, lawful political affiliations, veteran status, or mental or physical handicap. Veterans, disabled or wounded warriors needing assistance with the employment process can contact us at careers@stsci.edu. EOE/AA/M/F/D/V

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The 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)
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