The SkAI Institute is looking for a Program Assistant!
Job Summary:
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
The SkAI Institute will unleash the discovery potential of revolutionary sky surveys and solve fundamental and emerging multi-scale problems at the forefront of astrophysics and foundational AI. SkAI will deliver Astro-AI innovations that intrinsically incorporate physics knowledge to produce trustworthy outputs for rigorous inference from data, transform the speed and reliability of simulations, and optimize the design of instruments and surveys. This Astro-AI nexus is an inclusive, collaborative culture that seeds and nurtures an ethically cognizant and diverse generation of interdisciplinary leaders and empowers astronomers to use cutting-edge AI tools to address the fast-evolving challenges ahead.
This position provides overall administrative support for the SkAI Institute. Responsibilities include assisting with and day-to-day management of social media, internal and external communications; maintaining the SkAI website; maintaining office space; logistical support for events; assisting with scheduling and maintaining Institute calendar for all SkAI events and programs; drafting and maintaining institute records and documentation; and handling basic financial transactions and purchases.
A cover letter is required to apply for this position.
This is a term position ending on September 30, 2029. Opportunity for renewal will be based on performance and available funding.
For more details and to apply, use the links below.
LINK FOR NON-NU EMPLOYEESLINK FOR CURRENT NU EMPLOYEES
Specific Responsibilities
Documents & Databases
- Independently responds to and composes correspondence.
- Creates and maintains standard spreadsheets and/or databases.
- Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
- Determines format, elements, trends, etc.
Website
- Maintains websites and/or blogs.
- Creates new web pages and/or updates standard information/data within the application’s content management program.
Accounting
- Creates and maintains financial records.
- Prepares forms.
- Verifies appropriateness and accuracy of charges.
- Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
- Updates financial transaction spreadsheets and databases.
- Generates summary reports and statistics.
Coordination
- Manages supervisor’s and/or dept calendar.
- Manages registration and travel.
- Organizes and coordinates events which may include creating timelines.
- Collects agenda items and background materials.
- Creates registrant profiles.
- Prepares annual event, conference and/or meeting budget.
- Verifies invoices and expense reports; and/or reconciles to budget.
Contacts
- Screens and prioritizes incoming calls.
- Responds to inquiries.
- Provides basic interpretation of policies and procedures.
- Research information to resolve problems or issues.
Student Services
- Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
- Reviews administrative processes and procedures regarding student services and recommends changes.
- Performs other duties as assigned.
Qualifications and Competencies:
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
- A high school diploma or equivalent required.
- 4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
- Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
- Excellent attention to detail.
- Strong communication skills; ability to write and speak clearly, and keep others informed.
- Ability to manage competing priorities and multi-task, including ability to respond to emergent deadlines with fast turnaround times.
- Excellent interpersonal skills and customer service attitude: being helpful, positive, respectful, approachable, and team oriented.
Preferred Qualifications: (Education and experience)
- A bachelor’s degree or the equivalent combination of education, training, and experience from which comparable skills can be acquired.
- 1 year of website and/or social media management experience
- 1 year experience working in a university environment.
Preferred Competencies: (Skills, knowledge, and abilities)
- Ability to manage web content
- Mac OS and Apple office software (Numbers, Pages, Keynote, iCalendar, etc) and Google Suite