Space Telescope Science Institute

3700 San Martin Dr
Baltimore , MD
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Administrative Assistant II- #030832

Space Telescope Science Institute
Baltimore, MD Full-time
Posted on June 25, 2019

Administrative Assistant II- #030832

Company: Space Telescope Science Institute

Location: Baltimore, MD

Far-distant galaxies from the beginning of time. Fiery stars born in clouds of gas and dust. You've seen the pictures; now be a part of the history. Join the team that operates and manages the Hubble Space Telescope and its successor, the James Webb Space Telescope. Experience the wonder of 21st century space exploration in a job that offers a competitive salary and generous benefits. The Space Telescope Science Institute is looking for a full-time, experienced Administrative Assistant to work in our Grants Administration Office.
This position provides administrative and technical support to the Grants Administration Office (GRA) of the Space Telescope Science Institute. This position is part of a Team and provides support to the Manager and other Team members. The successful candidate performs a wide variety of routine and complex administrative functions.

Knowledge, Skills and Abilities:

 Strong attention to detail and accuracy is critical

 Strong initiative in executing responsibilities

 Innovative thinker and problem solver

 Ability to work independently and as part of a team  Ability to quickly learn new skills, processes, and software

 Strong organizational and time management skills

 Maturity and ability to multi-task

 Strong customer service, interpersonal, and professional communication skills

 Excellent verbal and writing skills

 Intermediate to Expert skills for Outlook and MS Office, specifically Word and Excel. Power Point is a plus

 Ability to perform Internet research


 High school diploma or equivalent. Some college or technical coursework strongly preferred.

 Three to six years of experience in an administrative support role or equivalent.

 Experience in an academic, scientific or technical environment preferred.

 Note: Substitution of additional relevant education or experience for stated qualifications may be considered.

Role-Specific Task Requirements:

• Provide administrative support to Head of Grants Administration (GRA) and management

• Assist GRA Management with budget planning and special projects

• Answer calls and receive mail

• Coordinate and schedule meetings
• Prepare and edit documents

• Coordinate records management and maintain up-to-date e-files

• Assist GRA staff with registration for training, travel arrangements, and expense reports

• Order and maintain office supplies

• Become proficient with the Grants Administration software system (Space Telescope Grants Management System – STGMS) and database program (Proposal Person - ProPer) to perform specific tasks.

• Review and receive financial reports from grantee institutions. Provide assistance to institutions for submitting electronic financial reports.

As a team member, you will create and distribute agreement letters and reminder notifications to foreign institutions for each observing cycle. Receive signed agreements and maintain log to track and monitor progress. Research using internet and other resources to locate investigators who have changed institutions.
Throughout the year, there will be coordination of all logistical and administrative needs for meetings, from advance planning through completion of the meetings. Define meeting requirements and create Purchase Requisitions; coordinate meeting schedules, assist attendees with travel arrangements, prepare meeting materials, and help resolve logistical problems.

The office is located at the Rotunda in Baltimore, MD. The Institute offers an excellent benefits package, tuition reimbursement, competitive salaries, relocation assistance and a stimulating environment.
Interested candidates are requested to complete an on-line application and submit an application. Please include job #030832 in the filename. Applications received by July 31, 2019 will receive full consideration. US Citizenship / Permanent Residency required for International Traffic in Arms Regulation (ITAR).

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Veterans, disabled or wounded warriors needing assistance with the employment process can contact us at EOE/AA/M/F/D/Vk