Apply on Employer Site

Association of Universities for Research in Astronomy · 14 hours ago

Administrative Specialist III

Boulder, CO

Full-time

Onsite

Mid, Senior Level

$75K/yr - $85K/yr

5+ years exp

The Association of Universities for Research in Astronomy is seeking an Administrative Specialist III to support the National Solar Observatory’s Next-Generation Ground-Based Solar Observing Network (ngGONG) based in Boulder, Colorado. This role involves providing high-level administrative support, managing projects and documentation, overseeing procurement, and ensuring effective communication across teams.

Non Profit

H1B Sponsor Likely

Responsibilities

Deliver high-level administrative support to ngGONG leadership, including arranging travel, calendar management, correspondence, document preparation, and presentation formatting

Serve as a key liaison between leadership, internal teams, and external partners

Coordinate project activities, special events, and ad hoc assignments

Support project management workflows by tracking milestones, deliverables, and required reporting

Maintain organized, version-controlled project files, records, and archives

Prepare, review, and facilitate the submission of reports, proposals, and technical documentation

Monitor and update document libraries, databases, and change control logs

Handle confidential and sensitive information with discretion and professionalism

Process and track procurement requests, purchase orders, invoices, and funding updates

Coordinate with vendors, buyers, and staff to resolve issues related to received, returned, or outstanding items

Coordinate approvals and compliance with AURA administrative offices

Manage corporate MasterCard (non-travel) and American Express (travel) accounts, including monthly reconciliations

Plan and coordinate logistics for ngGONG meetings, workshops, and events

Record, distribute, and archive meeting notes, action items, and follow-up materials

Serve as Travel Administrator and primary point of contact for ngGONG-related travel, ensuring compliance with AURA and federal travel policies

Support clear and timely communication across teams, leadership, and collaborators

Manage project supplies, materials, inventory, shipping, and receiving

Track and maintain property records, equipment, and resource documentation in accordance with AURA requirements

Provide administrative and logistical support to project staff, visiting scientists, and collaborators

Assist with hiring, onboarding, and orientation of new employees

Coordinate logistics with remote collaborators and site managers as needed

Identify and implement improvements to administrative tools, systems, and workflows

Ensure compliance with institutional policies, award terms and conditions, and reporting standards

Uphold strict confidentiality requirements, including the protection of Personally Identifiable Information (PII)

Support responsible management of AURA property and adherence to Standards of Workplace Conduct

Qualification

Administrative supportDocument preparationProject managementPC applicationsJudgmentDiscretionTactCooperationCoordinationExperience in research environmentPolicies

Required

Five or more years of progressively responsible administrative or project support experience

Proficiency in use of personal computer applications for word processing, spreadsheet preparation, presentation software, database and project management, etc

Excellent judgment, initiative, discretion, and tact necessary to carry out duties, including the ability to keep confidential information within the proper bounds

Ability to cooperate and coordinate with others at all levels in completing responsibilities

Ability to be on site in our offices in Boulder, Colorado

Preferred

Experience in a research, academic, or technical environment

Expert knowledge of company and departmental policies and processes preferred

Benefits

Paid time off

Retirement plan contributions

Competitive salary commensurate with experience

Very attractive work environment

Company

Association of Universities for Research in Astronomy

AURA is a consortium of 40 US institutions and 6 international affiliates that operates world-class astronomical observatories.

Founded in 1957

Washington, District of Columbia, USA

1001-5000 employees

http://aura-astronomy.org

H1B Sponsorship

Association of Universities for Research in Astronomy has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (13)

2024 (13)

2023 (9)

2022 (14)

2021 (10)

2020 (11)