Associate Director for Administration

Gemini Observatory; Washington (District of Columbia); Remote; USD 165,000 - 186,000; Full time

Job summary

A leading organization is seeking an Associate Director for Administration to oversee and optimize administrative functions. This role involves strategic planning, collaboration with leadership, and ensuring compliance with NSF requirements. The ideal candidate will have extensive experience in administrative leadership within scientific or academic institutions and strong problem-solving skills. The position offers a competitive salary and benefits package.

Benefits

10% retirement contribution

Generous paid leave

Retiree medical benefits

Qualifications

• Extensive experience in administrative leadership roles.
• Demonstrated expertise in operational management and policy implementation.

Responsibilities

• Oversee administrative functions and optimize operations.
• Serve as a principal advisor to the Center Director.
• Manage staff including finance and compliance teams.

Skills

Leadership

Problem-Solving

Decision-Making

Collaboration

Education

Bachelor’s degree in business administration

Master’s degree preferred

Job description

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Description

The Associate Director of Administration (ADA) is a key leadership role responsible for overseeing and optimizing the administrative functions of NOIRLab. Reporting directly to the Center Director, the ADA acts as a strategic advisor and operational partner, ensuring the smooth and effective management of critical administrative areas, including organizational planning, facilities, and compliance. The ADA will work closely with the finance teams of CAS (Central Administrative Services), NOIRLab, and other staff to ensure smooth and efficient operations.

Job Details

Description

The Associate Director of Administration (ADA) is a key leadership role responsible for overseeing and optimizing the administrative functions of NOIRLab. Reporting directly to the Center Director, the ADA acts as a strategic advisor and operational partner, ensuring the smooth and effective management of critical administrative areas, including organizational planning, facilities, and compliance. The ADA will work closely with the finance teams of CAS (Central Administrative Services), NOIRLab, and other staff to ensure smooth and efficient operations.

Essential Functions

• Serve as a principal advisor to the Center Director, facilitating strategic planning and execution of NOIRLab’s administrative priorities and strategic initiatives.
• Entrusted with day-to-day operations and decision making.
• Assist in the development and implementation of long-term strategy.
• Work closely with NOIRLab leadership to implement policies, processes, and procedures that enhance efficiency and effectiveness.
• Collaborate with senior leadership to prioritize and execute strategic NOIRLab initiatives.
• Initiate and support open communications and reporting across a complex matrixed organization.
• Support NOIRLab’s engagement with the National Science Foundation and other funding agencies in partnership with AURA CAS.
• Engage with partner institutions and governing bodies, including oversight boards and committees.
• Coordinate development of presentations and materials for governance meetings, conferences, and all hands meetings.
• Ensure alignment of administrative functions with NOIRLab’s strategic objectives and NSF requirements.
• Work with leaders, managers and CAS team members to prepare annual plans and budgets along with quarterly and annual reports. Drive the annual budget development process.
• Review financial forecasts and work with managers to adjust planned expenditures.
• Monitor and report on progress to senior management.
• Develop project plans, allocate resources, and track progress.
• Facilitate cross-functional collaboration and resolve project-related issues.
• Facilitate change management and promote a culture of continuous improvement.
• Support the Center Director in critical decision-making, stakeholder engagement, internal communications, and special initiatives.
• Work with the Head of CAS and NOIRLab’s compliance offices to ensure processes are aligned with NOIRLab’s strategic goals and compliance requirements.
• Provide comprehensive analysis and strategic insights to inform decisions.
• Identify opportunities for operational improvements and implement best practices.
• Oversee administrative operations, including engagement with human resources, safety, compliance, facilities management, and operational planning.
• Manage a staff that includes the Head of Finance, Finance Team and Compliance Officer, as well as Travel Coordinators and Administrative employees, among others.
• Periodically travel to NOIRLab sites in Hawaii and Chile and other locations.
• All AURA employees are responsible for the proper management and control of all AURA property within their work area, whether assigned to them or someone else.
• This responsibility includes reporting any known missing, stolen, or non-working property in their work area to their supervisor or the AURA Property Officer.
• Responsible for ensuring compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management system.
  
  

Other Functions

• Other duties as assigned
  
  

Requirements

• Bachelor’s degree in business administration, public administration, organizational management, or a related field (Master’s degree preferred).
• Extensive experience in administrative leadership roles within a complex scientific, academic, or research institution.
• Demonstrated expertise in operational management, organizational strategy, and policy implementation.
• Strong leadership, problem-solving, and decision-making skills.
• Ability to work collaboratively and communicate effectively with internal and external stakeholders.
• Knowledge of compliance, legal, and regulatory frameworks relevant to federally funded institutions.
• Experience with change management and process optimization in a dynamic environment.
• Ability to manage multiple priorities and adapt to evolving institutional needs.
  
  

Preferences

• Experience working with Federally Funded Research and Development Centers (FFRDC’s)
• Experience with administration of Uniform Guidance (2 CFR Part 200) requirements.
• Experience working in a scientific or higher education setting.
• Understanding of facilities management, safety, and operational logistics in a research or technical environment.
• A background in university administration, government laboratory or other government organization.
  
  

Work Environment

This position operates in a professional office environment and routinely utilizes standard office equipment, including computers, phones, and copiers. The work environment is generally quiet and may involve working in close proximity to others, depending on the needs of the specific function

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.

• 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.
• Some travel may be necessary in or outside the contiguous United States including travel to the various observatory sites (Arizona, Chile and Hawai`i).
• Occasional work at high elevation summit sites may be required (summit elevations range from 6,800 feet to 14,000 feet)
  
  

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required by personnel so classified. This Institute promotes Equal Employment Opportunity workplace that includes reasonable accommodations to otherwise qualified, disabled applicants and employees.

Location

Tucson, AZ or Phoenix, AZ or Washington D.C.; Remote options may be considered for candidates in states where AURA is registered as an employer.

Salary Range

$165,000-$186,000. The final salary will depend on skills, qualifications and experience.

AURA offers an outstanding benefits package designed to support both your professional and personal well-being. This includes a competitive salary commensurate with experience, a 10% retirement contribution from day one, generous paid leave, retiree medical benefits, and a mission-driven work environment. Additional details about AURA's benefits can be found at https://hr.aura-astronomy.org/benefits-by-location/.

How To Apply

Apply by March 31, 2025, for priority consideration. This position will remain open until it is filled. Submit a cover letter and resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname.

Individuals needing assistance with the employment process can request assistance at [e-mail]

Seniority level

• Seniority level

  Director

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Research Services

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