Administrative Specialist III

The Administrative Specialist III for ngGONG supports the National Solar Observatorys Next-Generation Ground-Based Solar Observing Network (ngGONG) from our offices in Boulder Colorado. ngGONG will modernize NSOs global network of ground-based solar observatories laying the foundation for continuous high-quality observations of the Sun that are critical to advancing solar physics and space weather research.

During this formative stage strong proactive administrative coordination is especially important. The Administrative Specialist III supports planning documentation procurement travel and communication across distributed teams and partners. By ensuring processes are well managed and information flows smoothly this role enables scientific and technical staff to focus on design decisions milestones and future implementation. The effectiveness of this position directly contributes to positioning ngGONG for a successful transition from design into construction and operations supporting NSOs long-term mission. The ngGONG project is currently funded for a three-year design stage with the potential for additional funding contingent upon selection to advance into construction.

What Youll Do

Provide Executive and Project Support

• 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.

Manage Projects Records and Documentation

• 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.

Oversee Procurement and Financial Administration

• 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.

Coordinate Meetings Travel and Communications

• 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.

Support Facilities Resources and Operations

• Manage project supplies materials inventory shipping and receiving.
• Track and maintain property records equipment and resource documentation in accordance with AURA requirements.

Support Stakeholders and Onboarding

• 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.

Ensure Compliance and Continuous Improvement

• 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.

Why NSO

At the National Solar Observatory youll join a mission-driven community working at the frontier of solar science. Our teams are dedicated to understanding the Sun in ways that protect technology enhance scientific discovery and inspire global audiences. NSO offers a collaborative forward-thinking environment where curiosity is encouraged varied perspectives are valued and employees can make a tangible impact on science and society. Here you will have the opportunity to grow your career lead innovative outreach programs and help shape the national conversation around solar physics and space weather.

Qualifications

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.

Physical Requirements

Salary and Benefits

Salary range: $75000-$85000. The final salary will depend on skills qualifications and experience.

AURA offers an excellent benefits package including paid time off and retirement plan contributions competitive salary commensurate with experience and a very attractive work environment. Details on benefits can be found at NSO and AURA

The National Solar Observatory is operated by the Association of Universities for Research in Astronomy (AURA) a consortium of leading universities and research institutions committed to advancing astronomical discovery. AURA manages world-class observatories for the National Science Foundation providing scientific leadership operational excellence and a collaborative environment that supports groundbreaking research. As part of AURA NSO benefits from

shared resources and a community dedicated to innovation transparency and public service ensuring its work has broad and lasting impact.

How to Apply:

If youre interested in providing high-level administrative support for a mission-driven scientific program at one of the worlds premier observatories we encourage you to apply. Applications received by February 2 2026will receive priority consideration. This position will remain open until filled.

Submit your CV and cover letter (PDF format preferred) via our application system. Please name your files in the format: .

Individuals needing assistance with the employment process can request assistance at

Required Experience:

IC