LIGO Business Services Assistant

Recruiter
California University of Technology
Location
Richland, Washington State, United States
Posted
15 Mar 2017
End of advertisement period
12 Apr 2017
Ref
6039
Contract Type
Permanent
Hours
Full Time

Job Summary

The Laser Interferometer Gravitational-Wave Observatory (LIGO) seeks a highly motivated and skilled Business Services Assistant. The LIGO Business Services Assistant will primarily support LIGO management staff, consisting of the LIGO Hanford Observatory Head, LIGO Lab Business Manager, LIGO Lab Procurement Manager and LIGO Lab Property and Logistics Manager.

LIGO is a National Science Foundation sponsored project operated by the California Institute of Technology and Massachusetts Institute of Technology. Its mission is to directly detect and measure gravitational waves. In addition to research and development sites on the Caltech and MIT campuses, LIGO consists of two widely separated 4 kilometer interferometers operated in unison – one in Livingston, Louisiana and one in Hanford, Washington. Installation of the Advanced LIGO detectors was completed in 2014, and commissioning work is currently underway to bring the second generation of interferometers to an operation state. R&D efforts continue in parallel to further enhance the capabilities of the LIGO observatories. For more information, visit the project website at http:www.ligo.caltech.edu.
The work location is at the LIGO Hanford Observatory, in Richland, Washington

Job Duties

  • Report to LIGO Lab Business Manager
  • Support LIGO Lab Procurement Manager in procurement activities Lab wide
  • Handling a wide range of procurements of supplies, equipment, and services
  • Interprets and communicates procurement policies and practices to LIGO Staff
  • Sourcing, obtaining quotations/bids, making awards, and preparing and issuing purchase orders
  • Monitoring, amending, and closing out standard purchase orders
  • Following up and expediting orders, as required
  • Preparing competitive and non-competitive procurement justifications
  • Performing cost or price analyses and recommending options that best meet customer requirements
  • With LIGO Procurement Manager oversight, negotiating specifications and terms and conditions and administering procurement documents
  • Documenting procurement packages to comply with internal and external audit requirements
  • Working under general supervision of the LIGO Procurement Manager
  • Support LIGO Property Manager in administration of capital and non-capital equipment
  • Assist with recording and tracking assets through their cradle-to-grave life cycle
  • Receiving, inspection, identification-tagging, movement, storage, disposition, and inventory
  • Property disposition activity including surplus and excess property
  • Data entry and record keeping for property and logistics
  • Conduct regular audit and confirmation of tagged capital equipment
  • Assist Head of Hanford Observatory with special projects such as, but not limited to:
  • Coordinating site events and/or assist a designated site event manager with preparations. Responsibilities may include: obtaining quotes for services, ordering refreshments, preparing meeting rooms, preparing handouts, purchasing specific supplies needed for event
  • Assist Hanford Observatory Outreach Coordinator as requested
  • Assist LIGO Laboratory Business Manager
  • Serve as receptionist for the site by assisting visitors and answering phone
  • Serve as liaison between site personnel and HR. Check-in new employees, to include assisting with paperwork completion and a Benefits overview, and submitting documents in a timely manner to HR
  • Familiarize new employees with general site practices and coordinate check-in with other site personnel related to safety orientation and computing needs
  • Sign-off on all Kronos timesheets for LIGO Hanford Observatory Staff.
  • Other duties as assigned, in support of the Observatory in general

Basic Qualifications

  • The candidate must have an Associate’s degree in business or related field, plus 3+ years of related work experience or equivalent combination of education and related experience
  • Must have hands-on experience in government property administration
  • The candidate must have excellent organizational skills, a high level of initiative, and the ability to work in a collaborative environment and maintain a professional demeanor
  • Must be proficient with standard office computing applications (e.g., Word, Excel, and web applications)
  • Excellent English language written and oral communication skills and be able to communicate with people who have a broad range of backgrounds and skills
  • Must have an aptitude and enthusiasm to learn new skills, and to assist and train others
  • Experience working in a team environment
  • Must have Proactive approach to work quality and completion
  • Must be safety oriented
  • Must have a valid driver’s license at the time of employment and be able to maintain it throughout the course of employment
  • Must have the ability to lift 20 or more pounds
  • Must be able to work Monday through Friday 8:00 a.m. – 5:00 p.m

Preferred Qualifications

  • Experience in an academic or laboratory administrative setting
  • Experience in procuring services and supplies on Federal Grants
  • Certifications in Government Property Management (National Property Management Association (NPMA) Certification)
  • Experience in implementing and maintaining inventory control systems
  • Experience with GSAXcess

Supervisory position? No

Posting Detail Information

Posting Open Date 03/14/2017
Posting Close Date
Open Until Filled
Yes

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.