Administrative Specialist III

The Administrative Specialist III for ngGONG supports the National Solar Observatory’s Next-Generation Ground-Based Solar Observing Network (ngGONG), from our offices in Boulder, Colorado. ngGONG will modernize NSO’s global network of ground-based solar observatories, laying the foundation for continuous, high-quality observations of the Sun that are critical to advancing solar physics and space weather research.

During this formative stage, strong, proactive administrative coordination is especially important. The Administrative Specialist III supports planning, documentation, procurement, travel, and communication across distributed teams and partners. By ensuring processes are well managed and information flows smoothly, this role enables scientific and technical staff to focus on design decisions, milestones, and future implementation. The effectiveness of this position directly contributes to positioning ngGONG for a successful transition from design into construction and operations, supporting NSO’s long-term mission.

The ngGONG project is currently funded for a three-year design stage, with the potential for additional funding contingent upon selection to advance into construction.

What You’ll Do Provide Executive and Project Support

• Deliver high-level administrative support to ngGONG leadership, including arranging travel, calendar management, correspondence, document preparation, and presentation formatting.
• Serve as a key liaison between leadership, internal teams, and external partners.
• Coordinate project activities, special events, and ad hoc assignments.
• Support project management workflows by tracking milestones, deliverables, and required reporting.

Manage Projects, Records, and Documentation

• Maintain organized, version-controlled project files, records, and archives.
• Prepare, review, and facilitate the submission of reports, proposals, and technical documentation.
• Monitor and update document libraries, databases, and change control logs.
• Handle confidential and sensitive information with discretion and professionalism.

Oversee Procurement and Financial Administration

• Process and track procurement requests, purchase orders, invoices, and funding updates.
• Coordinate with vendors, buyers, and staff to resolve issues related to received, returned, or outstanding items.
• Coordinate approvals and compliance with AURA administrative offices.
• Manage corporate Master Card (non-travel) and American Express (travel) accounts, including monthly reconciliations.

Coordinate Meetings, Travel, and Communications

• Plan and coordinate logistics for ngGONG meetings, workshops, and events.
• Record, distribute, and archive meeting notes, action items, and follow-up materials.
• Serve as Travel Administrator and primary point of contact for ngGONG-related travel, ensuring compliance with AURA and federal travel policies.
• Support clear and timely communication across teams, leadership, and collaborators.

Support Facilities, Resources, and Operations

• Manage project supplies, materials, inventory, shipping, and receiving.
• Track and maintain property records, equipment, and resource documentation in accordance with AURA requirements.

Support Stakeholders and Onboarding

• Provide administrative and logistical support to project staff, visiting scientists, and collaborators.
• Assist with hiring, onboarding, and orientation of new employees.
• Coordinate logistics with remote collaborators and site managers as needed.

Ensure Compliance and Continuous Improvement

• Identify and implement improvements to administrative tools, systems, and workflows.
• Ensure compliance with institutional policies, award terms and conditions, and reporting standards.
• Uphold strict confidentiality requirements, including the protection of Personally Identifiable Information (PII).
• Support responsible management of AURA property and adherence to Standards of Workplace Conduct.

Why NSO?

At the National Solar Observatory, you’ll join a mission-driven community working at the frontier of solar science. Our teams are dedicated to understanding the Sun in ways that protect technology, enhance scientific discovery, and inspire global audiences. NSO offers a collaborative,…