Administrative Assistant

Requisition ID: 1202

Position Summary

The SETI Institute, a scientific research organization based in Mountain View, California, is seeking a dedicated and confident individual with a positive attitude and impeccable professional demeanor to represent the Institute to the public.  The primary responsibility of the Hat Creek Radio Observatory Administrative Assistant will be to support operations at the observatory.  Strong written and verbal communication skills are required in order to effectively relate to, and communicate with, clients, external constituents, scientists and staff of all levels at the Observatory. The ability to build relationships to foster trust, collaboration, cooperation, and a positive climate to achieve common goals is crucial in this role.

 In addition to interacting with a diverse group of internal staff and external visitors, the position will provide administrative assistance for the operation of the observatory. High level of professionalism, outstanding problem-solving skills, and independent judgment are required to plan, prioritize and organize a diversified workload, while following business practices and procedures. We are seeking a team player, with a proactive approach, willingness to take directions, ability to take ownership of the position and open to assuming additional responsibilities.  

Hours:                        Wednesday through Friday

 Responsibilities:

• Answer incoming calls and take messages. Screen/answer all routine and non-routine questions.
• Sort and distribute mail. Manage outgoing shipping.   Draft written responses or replies by phone or e-mail as needed. 
• Work independently and within a team on special non-recurring and ongoing projects. 
• Provide general support to scientists and various business groups including Human Resources, Finance, Development, Communications, and Facilities on an as needed basis.
• Assist in making logistical arrangements for internal staff and outside visitors.
• Coordinate room allocations and billing for overnight academic visitors.
• Assist with permits and documentation for film crews and other media request specific to the Observatory.
• Maintain conference room calendar and coordinate meeting schedules to avoid conflicts or double booking.
• Maintain office supplies and assist with coordination of meeting luncheons or refreshments as necessary.

 Qualifications:

• BA or college coursework, and 3-4 years of related and progressively responsible administrative experience are required. 
• Must be discreet and reliable and demonstrate professionalism at all times.
• Must possess multi-tasking skills, and be able to perform assignments with accuracy, utmost efficiency and within deadlines.  
• Able to demonstrate positive “can do” attitude, communicate effectively and collaborate with others with tact and diplomacy.
• Technically savvy and proficient in Microsoft Office.
• Must be punctual, detail oriented, approachable, flexible, service oriented, willing to learn new skills and able to follow detailed directions.
• Excellent organizational skills and impeccable ability to maintain confidentiality are required.

 Competencies:

• Technical Capacity; proficiency in Word, Excel, PowerPoint
• Personal Effectiveness/Credibility;
• Thoroughness;
• Collaboration Skills;
• Communication Proficiency; Outstanding verbal and written communications skills.
• Flexibility and adaptability.   Maintain an open outlook while adjusting and accommodating changes;

 Work Environment:

• This job operates in a professional office environment. 

 Physical Demands:

• Constantly perform desk-based computer tasks.
• Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 10 pounds or less.
• Reach or work above shoulders and use a telephone.

 Salary and Benefits:

  The SETI Institute offers competitive benefits, including Medical/Dental/Vision insurance

• Diversity and Equity:
   The SETI Institute is an Affirmative Action Employer. All qualified applicants are encouraged to apply, including women, people of color, LGBTQ individuals, and people with disabilities.

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