Research Support Specialist Bay Area Environmental Research Institute - 5.0 Mountain View, CA Job Details Full-time $88,000 - $95,000 a year 1 hour ago Benefits Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program Vision insurance 403(b) Life insurance Paid sick time Qualifications Teamwork Word processing Filing Executive administrative support Data entry

Full Job Description Organization:

Bay Area Environmental Research Institute (BAERI) /

NASA Ames Research Center Support Location:

Office Setting, with possibility for limited hybrid work

Position Type:

Full-Time Administrative / Operational Support Role Summary The Research Support Specialist provides critical administrative, operational, and office automation support to the Division and technical staff. Serving as the central operational point of contact for the unit, this role independently manages daily administrative workflows, executive scheduling, complex document formatting, travel logistics, and internal/external communications with minimal supervision. This is an in-person position with possibility for limited hybrid work based on performance and necessary tasks. Key Responsibilities Executive & Operational Support

• Serve as the primary focal point for all incoming and outgoing office communications, inquiries, and workflows.
• Manage calendars, schedule appointments, and coordinate internal and external briefings and meetings for the Division.
• Act on delegated authority to handle routine non-technical inquiries, route complex technical inquiries to appropriate staff, and track action items to completion.
• Prepare and submit weekly high-level organizational highlight reports. Document Preparation & Office Automation
• Draft, edit, proofread, and finalize general correspondence, technical reports, briefing decks, and presentation materials.
• Utilize advanced office software features to design tables, format complex documents, build spreadsheets, and integrate graphics or specialized technical terminology.
• Coordinate routing for proper managerial approvals and concurrences across external and internal stakeholders. Travel & Event Logistics
• Manage end-to-end travel logistics for leadership, staff, and invited guests (domestic, foreign, local, and reimbursable travel).
• Draft detailed travel orders, arrange flights, accommodations, and ground transportation, and coordinate necessary security clearances and visitor notifications.
• Assist in organizing site visits from other organizations or NASA Centers to the Division at NASA Ames. This includes handling logistics, including coordinating tour schedules and presenters. Property, Records & Workflow Management
• Maintain a comprehensive electronic filing system using appropriate subject-matter classification, cross-referencing, and temporary project files.
• Monitor incoming email, mail, and official documents; log and track correspondence to ensure prompt response times and deadline adherence.
• Provide historical data and conduct reference searches within electronic files as needed.
• Serve as primary focal point for property tracking and associated electronic files. Guidance & Team Support
• Provide policy, administrative, and procedural guidance to junior team members, administrative staff, and student interns.
• Maintain active knowledge of BAERI and NASA safety regulations, ensuring office activities adhere to established safety standards. Qualifications & Skills Technical Skills

Software & Systems Proficiency:

Hands-on experience with word processing, spreadsheet applications, data entry systems, and virtual collaboration tools.

• NASA/Agency Systems (Preferred): Familiarity with institutional enterprise systems such as the NASA Electronic Forms System, Scientific and Technical Information (STI)/DAA System, e-Travel System, Property, and NASA Conference Tracking System (NCTS).

Hardware & Tools:

Experience operating standard PC/Mac platforms, network printers, and digital communication tools. Administrative & Soft Skills

• Strong written and verbal communication skills with high precision in spelling, grammar, and document formatting.
• High level of judgment, discretion, and tact when interacting with executive management, external agencies, contractors, and public organizations.
• Strong organizational ability to manage competing priorities, track workflow deadlines, and operate independently for extended periods (including during remote or travel periods). Work Environment & Physical Demands

Work Environment:

Performed in a standard office setting and occasionally a hybrid work environment.

Physical Demands:

Sedentary in nature with standard office movement (light lifting of files/materials, walking, and standing). Equal Employment Opportunity (EEO) The Bay Area Environmental Research Institute (BAERI) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. BAERI is committed to creating an inclusive environment for all employees and providing reasonable accommodations to qualified individuals with disabilities.

Pay:

$88,000.00 - $95,000.00 per year

Benefits:

403(b) Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid sick time Paid time off Vision insurance

Work Location:

In person