Staff Assistant

Job Title: Staff Assistant

Job Location: Cambridge MA 02138

Onsite Requirements:

• Government purchasing
• Administrative support
• Technical proficiency: strong skills in Microsoft Word, Excel, and web-based tools,

Job Description:

• Central Engineering has an immediate requirement for a Staff Assistant to work in an engineering department which develops science instruments for space missions and ground based astronomy.
• The initial assignment is 3-6 months with the possibility of extension.
• This position may be filled as a direct hire at a later date.
• This position is fully on site (no telework).

Qualifications:

• Previous experience in an engineering, scientific, or research and development environment is useful, although it is not absolutely required for consideration.
• The ability to prioritize and organize workflow effectively in a busy administrative office, to execute multiple unrelated assignments simultaneously, with flexibility, ability to work efficiently and independently in an environment in which processes, procedures and task parameters may be changing repeatedly.
• CE is a technical cost center. This is unique within SAO and requires working with processes that are somewhat different and changing frequently.
• Knowledge of MS Word, MS Excel, and web search tools.
• The ability to learn local applications of purchasing and government travel systems.
• The ability to conduct web based procurement research and to be able to articulate and resolve complex procurement, travel, and timekeeping systems software issues with cognizant staff.
• Demonstrated attention to detail and the ability to follow directions carefully.
• The ability to handle confidential or sensitive material and situations with discretion and mature judgement, and to interface effectively with staff at all levels of a diverse organization.
• The ability to use multiple sources of documentation, to research questions related to complex administrative processes and procedures.
• Excellent oral and written communication and documentation skills, and the ability to organize and maintain an efficient filing system.
• 2 years of higher education is required; a bachelor’s degree (in any field) is preferred.

Responsibilities:

• Coordinates procurement activity. Identifies potential suppliers and obtains cost and delivery information. Generates requisitions following government purchasing requirements and tracks status through order completion. Monitors delivery dates and expedites orders as required. Takes delivery of all items and distributes them to the end user. Ensures that items are appropriately accounted for in CE’s property tracking system.
• Coordinates travel activity. Collects necessary information, generates travel authorization in compliance with federal travel regulations and logs final cost into shared spreadsheet.
• Assists with sponsored travel, invitational travel and honorarium.
• Provide backup in areas such as Cost Center labor tracking, billing and reporting.
• Ensures smooth functioning of the department and provides general administrative support to staff.
• Assumes responsibility for inventory control system.
• Support to the Program Management Office and the CE Manager with their efforts to seek out outside work as well as educational and other outreach activities.
• Create, post and edit content on internal website.

• **3rd party and subcontract staffing agencies are not eligible for partnership on this position. 3rd party subcontractors need not apply.
• This position requires candidates to be eligible to work in the United States, directly for an employer, without sponsorship now or anytime in the future**