Visiting Astronomer Travel Coordinator

The Operations Support Group (OSG), as part of the User Support Department (USD), provides science operations services to the USD and other units responsible for supporting and operating the La Silla Paranal Observatory. The department belongs to the Data Management and Operations Division (DMO), which provides high-reliability support to the operation of the ESO facilities and their community of users, and maintains the data archive facility as a powerful resource for scientific and operational use.

The Visiting Astronomer Travel Office (VA Travel Office), located within the OSG/USD, is an important interface between ESO and its community. The VA Travel Office is responsible for organising the travel arrangements for the Visiting Astronomers traveling to ESO's observatory in Chile, amounting to approximately 450 trips per year. It also provides administrative services to approximately 40 staff members within DMO.

Main Duties and Responsibilities:

• Creation, maintenance, and publication of the list of astronomers travelling to the sites of the ESO observatories using dedicated tools.
• Timely maintenance of documentation available to Visiting Astronomers for the preparation of their trip to the ESO observatories, including the maintenance of a dedicated web site.
• Management of the ESO budget devoted to the travels of Visiting Astronomers and subsequent reporting.
• Preparation of purchase orders and internal financial commitments.
• Support for the organization of meetings and workshops for the user community, including oversight of and assistance with logistics and practical details before, during, and after meetings, as well as budget management.
• Provision of assistance to the staff within the Data Management and Operations Division with day-to-day administrative tasks.

The above responsibilities are not exhaustive. A flexible approach and willingness to adapt to unexpected needs is required.

Reports to:

Head of the Operations Support Group within the User Support Department.

Key Competences and Experience:

Demonstrated experience (a minimum of 3 years) as an administrative assistant, and experience in coordinating and managing international travel arrangements for a large number of travellers are required. Working experience in an international scientific environment will be an asset.

The successful candidate for this position will take complete ownership of the role and possess the following key competences and past experience:

• Excellent interpersonal and communication skills, with a friendly, service-oriented attitude.
• Self-directed and highly motivated, with attention to detail and problem-solving mindset.
• Ability to build strong and effective links with internal teams and external partners, optimising communication flows between Garching and Chile and between ESO and its community.
• Solid proficiency with standard office software and dedicated web applications, including content management systems.
• Proven ability to manage and monitor budgets effectively.
• Capacity to provide clear, concise, and timely oral and written communications.
• Demonstrated ability to effectively balance competing demands, prioritizing daily operational responsibilities while maintaining focus on longer-term objectives and deadlines.
• Able to make decisions in an objective and fair way, complying with corporate rules and boundaries.

Desirable Competences and Experience:

• Experience with Enterprise Resource Planning (ERP) applications and Document Management Systems.
• Experience in reviewing processes and implementing improvements to enhance services.

Qualifications:

Secondary school education and a secretarial/administration diploma or equivalent.

Language skills:

The position requires an excellent working knowledge of English (oral and written). Communication skills in Spanish will be an asset.