Administrative Specialist

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.

This time, we are looking for an **Administrative Specialist & Housing Assistant** to be part of the Center Facilities Operations (CFOps) group within the Center Operations Services (COS) division at NOIRLab. The Base Administrative Specialist & Housing Assistant is responsible for delivering customer-focused facilities and administrative services to Recinto Residents and NOIRLab staff in compliance with all NOIRLab and AURA policies and procedures, and as outlined in the following duties and responsibilities. The incumbent must have the Ability to grapple with competing demands to ensure that important issues are handled along with emergency or urgent matters. The incumbent must also be able to work with people from different countries/cultures and must be able to understand varying norms from the U.S.

This position requires discretion to ensure that NOIRLab’s internal and external customers receive excellent service within the parameters of company regulations and their reasonable interpretation. Said service will be provided in line with performance standards agreed with the COS CFOps Base Facilities Manager. This position is based in La Serena, Chile.

**Essential Functions**:
Base Facilities
- Provides daily assistance with the operation and maintenance of the 29 Houses of the AURA Campus.
- Assists the Housing Maintenance Specialist.
- Ensures that maintenance contracts are fulfilled for COS housing.
- Coordinates maintenance activities with the Recinto Residents for housing issues.
- In charge of the administration of the AURA swimming pool.
- Prepares monthly reports on the finances of the houses, and swimming pool.
- Coordinates appointments, video/teleconferences, and meetings with clients and suppliers.
- Being an active participant in COS CFOps cost-saving exercises, initiatives, and projects.
- Maintains COS CFOps internal web pages for residents.
- Assists with annual contract renewals for houses.
- Provides main NOIRLab reception cover when required.
- Assist the COS CFOps Base Facilities Manager with SLA-related issues.
- Respond to out of the office COS CFOps Base Facilities emergency logístical requests.
- Generates Purchase Requisitions for COS CFOps Base Facilities.
- Assists when needed regarding Purchase Requisitions status or delivery.
- Responds to employee concerns/requests regarding COS CFOps Base Facilities operations.
- Provides translations in Spanish/English, if required.
- Assists the CFOps Base Facilities Manager with occasional team duty coverage.
- Collaborates with other CFOps base facilities colleagues.
- Other administrative duties, including substituting wholly or partially for other COS CFOps Base Facilities team members in their absence, as required.

Facilities Operations
- Assists the supervisors who report to the CFOps Manager with administrative and compliance issues.
- Assists the Business Analyst in monitoring purchase requisitions for the CFOps Manager.
- Generates Purchase Requisitions for the COS CFOps Manager.
- Prepares weekly reports of the fulfillment of the administrative tasks of all the personnel in charge of the CFOps Manager.
- Assists the CFOps Manager permanently to monitor daily and planned tasks.
- Assists the CFOps Manager in case of absences or vacations.
- Generates communications to the Organization to inform of activities carried out by the area in charge of the CFOps Manager.
- Assists the CFOps Manager in planning meetings, drafting minutes, and pursuing action points.
- Maintains staff meeting calendars and vacation records for CFOps Management staff.
- Works on special projects in charge of the CFOps Manager.

**Other Functions**:

- Other duties as assigned.
- All AURA employees are responsible for the proper management and control of all AURA property within their work area, whether assigned to them or someone else. This responsibility includes reporting any known missing, stolen, or non-working property in their work area to their supervisor or the AURA Property Officer.
- Responsible for ensuring compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management system.

**Required Education/Experience/Skills/Abilities**:

- Minimum: A high school diploma and a degree in admin