The Associate Director (AD) for Administration leads the administrative management of NSF’s NOIRLab. The AD leads a small team of professionals responsible for day to day management and planning in the areas of administration, business functions, tracking and reporting, and compliance. The AD for Administration is a member of the Director’s Office and reports to the Lab Director, performing functions and providing advice on administrative, business, and human resources issues facing the Lab. A primary responsibility of the AD for Administration is high-level interface and negotiation with respect to the Lab’s overall administrative, grants, and other contractual obligations through AURA’s Central Administrative Services division. The AD for Administration will also support the business needs of individual programs and projects at NOIRLab.

Although Tucson, AZ is a preferred location for this position (onsite), it may also be performed within the state of Arizona (hybrid).

Essential Functions:

• Manage day-to-day administration of the Lab at the highest levels.
• Plan, monitor, and update general policy, scope, standards of professional performance for NOIRLab’s administrative and business functions.
• Oversee shared administrative services to support the management of the Lab, including advising on approaches to efficiency, cost sharing, and management.
• Ensure that NOIRLab’s procedures for budgeting, expenditures, procurements, contracts, proposals, and reporting comply with applicable federal and state regulations as well as AURA Policy and Procedures.
• Lead updates in the areas of administration and business to support NOIRLab as a recently integrated organization. This may include developing and implementing new procedures to improve NOIRLab’s business and administrative functions.
• Oversee the preparation and successful submission of a wide range of reports and proposals, including annual budget submissions to the NSF and other sponsors, quarterly and annual budget reports, and grant proposals, from individual PI grants to $100M+ Lab-wide proposals.
• Ensure that appropriate financial analysis and resource planning support is provided for all NOIRLab’s units.
• Act as primary interface with AURA Corporate’s Central Administrative Services (CAS) and collaborates closely with AURA’s VP of Operations & Chief Financial Officer, and AURA’s Human Resources Division Chief.
• Build understanding of, and consensus around, NOIRLab’s administrative functions with staff, managers, and Directors across the Lab.
• Attend senior management meetings, make recommendations on needs, provide updates and assessments, and provide input to the management plan and direction of the Lab.
• Responsible for effective and proactive engagement and collaboration with staff and managers across the Lab.
• The position is based in Tucson, Arizona. Periodic travel to Chile, Hawai’i, Washington DC, and other destinations will be required.

Other Functions:

• Other duties as assigned

Required Education/Experience/Skills/Abilities:

• Bachelor's Degree in business, administration, accounting or closely related field or comparable education and experience.
• Ten (10) years of experience with an established track record of shared and business services with expertise and experience in administrative functions, budgeting, accounting, and staff management.
• Minimum of three plus (3+) years’ experience working in a senior position in complex organizations (i.e., not for profits, government agencies, academic institutions, for profits, etc.), and ability to successfully navigate within matrix structures.
• Ability to plan, organize, assign, and direct the work of professional and technical employees.
• Knowledge of federal rules and regulations, processes, and procedures for budget, accounting and fund management, and personnel management.
• Sound practical knowledge of accounting and budgeting processes, human resources administration, contracts, and grants administration
• Knowledge of Nonprofit organizational structures, policies, procedures, processes, and systems. Ability to advise senior management on organizational matters. Proven ability to translate and integrate theories and practices of management, training, and development, organization development, and career and job development into effective operations.
• Advanced knowledge of a variety of administrative operational activities such as risk management, accounting and payroll, and contracts and grants administration.
• Advanced skills in strategic planning, analysis, problem-solving and client service. Ability to think strategically and creatively, to anticipate business and financial trends, and to apply this to business office needs. Budgetary management skills with ability to analyze financial operating data to determine costs, remain within budget and ensure cost-effectiveness. Ability to analyze long-range needs of the organization and to develop and implement plans for accomplishing goals.
• Innovation and initiative to anticipate, develop and implement new procedures, practices, and processes adaptable to constantly changing work patterns and business methods to solve unusual and new challenges.
• Ability to work collaboratively with individuals at various levels of the organization to incorporate their ideas and to encourage them to take action and or make decisions which are appropriate. Skill in working as part of a team and leading a team of professional staff.
• Demonstrated leadership in addressing diverse problems, understanding the importance of structure, organization, and resource management. Ability to communicate ideas, thoughts, and meaning clearly.
• Demonstrated ability or experience in applying high ethical standards to own business practices and decision making and applying same standards to the actions of others.
• Demonstrated ability to lead teams of diverse backgrounds and cultures, and to foster diversity and inclusion in the workforce.

Desired Education/Experience

• Masters in Business Administration or comparable advanced degree.
• Experience working in US federal laboratories or agencies, or experience working in state or local government organizations

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.

The work is mostly carried out in an office environment. Long periods of sitting may be required. Given the international nature of NOIRLab, you will need to travel to the various observatory sites (Arizona, Chile and Hawai`i), and occasional work at high elevation summit sites may be required (summit elevations range from 6,800 feet to 14,000 feet).

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 https://hr.aura-astronomy.org/employee-benefits-guide/

NSF’s NOIRLab is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. The mission of NOIRLab is to enable breakthrough discoveries in astrophysics by developing and operating state-of-the-art ground-based observatories and providing data products and services for a diverse and inclusive community. NOIRLab operates as a matrix organization, providing services across a range of programs: Gemini, Rubin, MSO (CTIO and KPNO), and CSDC; with approximately 400 employees at facilities in three geographic locations: Arizona, Hawai’i, and Chile.

At NOIRLab we are committed to diversity and inclusion; our managing organization, AURA, as a leader in the astronomical community, develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the astronomical scientific workforce. Learn more at http://www.aura-astronomy.org/diversity.asp

Preference will be given to qualified internal candidates.

Please list 3 professional references in your application (references will only be contacted later in the recruitment process) and attach: 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 employment@aura-astronomy.org.

Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org

The position will remain open until filled. To be considered in the first round of reviews, please submit your application by January 31, 2023.

Update as of 02.01.23 - Please note that application date has been extended to February 17, 2023.

Update as of 02.23.23 - Please note that application date has been extended to March 08, 2023.

COVID-19 Policy Update: AURA has implemented a mandatory vaccination policy that requires all employees to be vaccinated including being up to date on boosters, unless qualified for an exemption based on medical or religious reasons. All new employees will be required to comply with this policy and will be required to present proof of full vaccination or submit a completed request (including supporting documents, if applicable) for an exemption at least five (5) business days prior to their start of employment. Individuals who fail to meet this deadline may have their employment start date delayed.

This is a requirement for all employees working onsite or from home (telework or hybrid remote work schedule). Currently the vaccination requirement does not apply to any future AURA employees working in Chile, regardless of their nationality or type of contract.

The Association of Universities for Research in Astronomy (AURA), is a consortium of over 40 US institutions and three international affiliates that operates world-class astronomical observatories. AURA’s role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. AURA is responsible for managing the operations of the NSF’s NOIRLab, the National Solar Observatory, and the construction of the Vera C. Rubin Observatory under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA.

As a recipient of U.S. 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.