- Write, review, update, and monitor procedures to ensure and enable smooth operations across various activity areas including working with NOIRLab finance and AURA CAS in regards to proposals and contracts.
- Work closely with Rubin Operations staff (AURA and non-AURA) to facilitate efficient program operations exercising discretion and independent judgment.
- Provide Operations staff with support on work planning, process, and procedures and control.
- Review, monitor and follow up activity progress with Rubin Operations staff (for example milestone tracking and agency reports).
- Verify completion of activities with Rubin Operations staff ensuring proper closeout through logging of actions performed.
- Review, monitor, document and follow up on Operations action items and deadlines ensuring any approaching or overdue deadlines are identified to Leadership and any deadline extensions are communicated, documented and logged.
- Work with the Portfolio Manager to create individualized reports for Rubin Operations staff as sources of information for work planning and control.
- Work closely with Operations leadership, administrative staff and agency personnel to ensure efficient organization and smooth running of Operations Reviews.
- Produce, track and reconcile budget for annual Community Workshop.
- Work with Document Manager to assist with monthly and quarterly reports ensuring Operations inputs are completed and submitted on time.
- Review and analyze Management Fee, AURA unencumbered discretionary funds, etc. activity based on accounting reports on a quarterly basis.
- Work with AURA CAS Accounting to ensure proper closeout of purchase orders, requisitions and expense reports.
- Liaising with NOIRLab, AURA and SLAC departments to support the Rubin Program
- Provide documentation and support for annual agency audits
- Other duties and special projects as assigned
- Bachelor's degree in business administration or related field, or equivalent combination of education and experience.
- A minimum of six years experience providing program or project level support to executives and senior managers
- Excellent organizational skills, including the ability to handle many tasks at once, and meet deadlines.
- Proficiency in use of computer software applications, including word processing, spreadsheet, database administration, desktop publishing, internet research and website maintenance.
- Must be able to communicate effectively, both verbally and in writing, with internal and external contacts at all organizational levels.
- Ability to maintain confidential and proprietary information and work independently.
- Proficiency with Google Suite and/or Microsoft Office.
- Experience with Atlassian productivity and workflow tools such as Jira, Confluence and Smartsheet.
- Experience with online meeting platforms such a zoom.
- Experience with chat tools such as Slack.
- Current Project Management Professional (PMP) certification with Project management Institute (PMI).
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
- The employee is occasionally required to stand; walk; reach with hands and arms and stoop; kneel; crouch; or crawl.
- The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
- Must possess - sufficient mobility, strength, or dexterity in both arms and hands and both legs to a) reach upward, sideways, downward to work with paper files; b) sufficient mobility and dexterity to utilize computer systems, fax machines, copiers, and other office machines.
- Must possess - Ability to read and understand instructions, drawings, safety guides, and other written materials necessary to perform job; sufficient visual capacity to perform the applicable functions without assistance of visual aids other than eye contacts or eye glasses; sufficient spoken aural capacity to hear and understand instructions, warning bells, fire alarms, or shouted instructions without assistance of auditory aids other than a hearing aid; and ability to impart information orally so that others understand and can respond appropriately.
- Please submit a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname.
- Application documents that are not uploaded as part of the application may be sent to .
- Please enter 3 professional references in your application (references will only be contacted later in the recruitment process).
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Program Operations Manager - La Serena, Chile - Association of Universities for Research in Astronomy
Descripción
The Program Operations Manager (POM) assists in management, coordination, communication and policy activities that fall within the purview of the Rubin Program Operations Team. The POM utilizes independent judgment and exhibits a high degree of initiative, diligence, and decision-making within the scope of responsibility or as delegated. The POM is aware of the importance of compliance and utilizes practical knowledge of AURA, NOIRLab, SLAC and Rubin practices, policies and procedures.
Under the guidance of the Head of Program Operations (HPO) the POM will lead, develop, review and maintain processes and procedures for specific activities such as agency reviews, staff onboarding, and Rubin workshops. The POM will oversee and work in coordination with CAS on Rubin needs in procurement and accounting. The POM will assist the program management team in carrying out business and personnel activities.
This position is eligible for remote work from any AURA approved state and Chile.
Essential Functions:
Other Functions:
Required Education/Experience/Skills/Abilities:
Preferred Skills/Experience:
Physical Demands:
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. This work is mostly carried out at a desk with a computer and peripherals. Long periods of sitting or standing at a desk looking at a screen will be required.
Some travel may be necessary in or outside the contiguous United States.
Physical Demands: Long Version
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.
Salary Range: $101,141 - $114,591 . The final salary will depend on skills, qualifications, experience and job location.
Our preference is for this position to be based in Tucson, Arizona; however, any Vera C. Rubin Observatory locations ( La Serena, Chile) and remote work locations in the US states that AURA operates in: Arizona, California, Colorado, Delaware, Florida, Hawaii, Maryland, New Mexico, Virginia, Washington, and Washington, will be considered.
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
Preference will be given to qualified internal candidates and qualified Native Americans living on or near the Tohono O'odham reservation.
The position will remain open until it is filled. To be considered in the first round of reviews, please submit your application by March 26th, 2024.
Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at
The Association of Universities for Research in Astronomy (AURA) is a consortium of 47 US institutions and 3 international affiliates that operates world-class astronomical observatories for the and . AURA's role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. In addition, AURA is deeply committed to public and educational outreach, and to throughout the astronomical and scientific workforce. AURA carries out its role through its astronomical facilities.
As a recipient of Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.
