Chile Site Visits Coordinator

The Chile Site Visits Coordinator serves as the primary point of contact for all Rubin Observatoryrelated visits in Chile. This role is responsible for planning coordinating and executing site visits ensuring a safe professional and seamless experience from initial request through completion.

This position requires strong attention to detail organizational skills and the ability to manage complex logistics and coordination across multiple teams. The Coordinator works under the guidance of the Rubin Observatory Head of Program Operations (HPO) and collaborates with Rubin Operations as well as NOIRLab and AURA Communications teams.

During periods of lower visit activity this role will support additional operational and administrative tasks as assigned.

Key Responsibilities

Visit Coordination

• Serve as the central point of contact for all Rubin-related visits in Chile.
• Manage and coordinate visit requests from intake to execution.
• Ensure clear and consistent communication with all stakeholders.
• Proactively identify and resolve coordination gaps.

Scheduling & Planning

• Coordinate visit schedules agendas and site activities.
• Maintain and manage the master site visit calendar.
• Balance visit demand with operational and safety constraints.

Logistics & Preparation

• Coordinate site access safety requirements and summit logistics.
• Ensure completion of required documentation (NDAs waivers safety forms).
• Confirm PPE readiness and compliance.
• Anticipate and resolve logistical challenges.

Tracking & Tools

• Track all visits using Jira or similar systems.
• Apply structured workflows and checklist-based processes.
• Maintain accurate records of visit activities.

Cross-Functional Coordination

• Coordinate with NOIRLab and AURA Communications teams.
• Ensure alignment between operational requirements and logistical support.
• Define roles and responsibilities for each visit.

On-Site Execution

• Host visits or coordinate appropriate technical hosts.
• Deliver presentations on Rubin Observatorys mission and systems.
• Provide safety briefings and ensure compliance with site requirements.
• Adapt to operational or environmental changes.

Process Improvement & Documentation

• Maintain and update documentation in Confluence or similar platforms.
• Identify and implement process improvements.
• Strengthen workflows to improve efficiency and reduce operational impact.

Additional Support

• Support on-site onboarding activities for contractors in-kind teams and long-term visitors.
• Assist with operational and administrative tasks during low visit periods.

Required Qualifications

• Experience in coordination operations or logistics.
• Strong organizational skills and attention to detail.
• Experience with structured workflows and tools such as Jira or Confluence.
• Strong communication skills in English (required); Spanish is desirable.
• Ability to quickly learn and communicate technical information.
• Ability to work at altitude and in operational environments.
• Ability to drive a manual transmission vehicle (required).
• Willingness to work flexible hours including evenings and weekends.

Preferred Qualifications

• Experience coordinating site visits or events in technical environments.
• Experience working with cross-functional or international teams.
• Experience supporting VIPs media or institutional stakeholders.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The work is mostly carried out in an office environment. Long periods of sitting and computer usage may be required.
• Must be able to remain in a stationary position at least 50% of the time.
• Occasional need to move about inside the office environment to access files office tools attendance in a meeting room etc.
• Constantly operates a computer and other office productivity tools that require fine motor skills such as a calculator copy machine computer printer etc.
• May occasionally need to position self to maintain computer and related tools.
• Seldomly needed to move objects up to 10 pounds.
• Constant communication with other individuals. Must be able to discern and exchange information as appropriate to the situation.
• Constant need to distinguish discern and identify a variety of objects and fine details with accuracy.
• Occasional work at high elevation summit sites may be required (summit elevations range from 6800 feet to 14000 feet)

Why Join Us

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 Benefits by Location - Aura Human Resources.

Also we offer a multicultural and collaborative work environment committed to scientific and operational excellence. Joining our team means contributing to the success of globally significant astronomical projects within an organization that values safety integrity and continuous improvement.

Salaries for positions hired in Chile meet Chile national market rates and internal scales for AURA.

How to Apply

Apply by Thursday May 21st for priority consideration. This position will remain open until it is filled.

• Please submit a cover letter and a CV or resume (PDF files preferred).
• Kindly name any attachments using the following format: LastNameDocName.
• Individuals needing assistance with the employment process can request assistance here.

Required Experience:

IC