Admin Assistant II

Visa Sponsored Job:

Relocation Assistance Eligible:

Job Location:

Position Type & Term:

Salary Range $43,825 - $54,055

*Final salary and rates are based on education, experience, skills relevant to the role.*

• Resume/CV
• Cover Letter - Please address the following two topics in your cover letter: (1) How your skills and experience meet the needs of this position (for more information, please refer to the Key Responsibilities and Knowledge, Skills, and Abilities sections of this job posting). and (2) Please tell us about a time when you were working with someone from a culture or identity other than your own and you made a mistake or "got it wrong". How did (or didn't) you recover? What did you learn?

This position is open to candidates seeking in-person (onsite) and/or hybrid (combination of in-person and remote) opportunities. Hybrid schedule will require a minimum of 3 days/week onsite, plus occasional events as needed. Regardless of flexible work arrangements, UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

Here is a summary of what one would expect to be generally responsible for in this role.

Key Responsibilities

Research shows that women and people of color are less likely to apply for a position if they do not meet almost 100% of the desired skills and experience. Please note this is not necessary! If you meet the minimum requirements and have a passion for the work, you are encouraged to apply. We can provide on-the-job training for the rest!

Travel (Staff and Visitors):

• Responsible for overall lab travel workflow, including planning, arrangements, agendas and reimbursements for both international and domestic trips using online systems. Responsible for ensuring that US travel regulations are followed as well as the travel policies of the University Corporation for Atmospheric Research (UCAR) and CISL. Works with travelers to support completion of required documentation; e.g., authorizations, vouchers, visas and reimbursements as needed. Calculates per diem rates and foreign currency. Under general guidance/supervision of the CISL visitor coordinators, prepares visitor forms, related paperwork and onsite support. Coordinates the scientific and professional arrangements of visitors to the National Science Foundation - National Center for Atmospheric Research (NSF NCAR), working with the visitor, host and staff. Ensures adherence to UCAR and laboratory policy and procedures for visitor support. Serves as the initial onsite contact for staff and visitors, helps with orientation, office and local arrangements.

Special Projects, Workshops, Meetings and other Administrative Support:

• Provides onsite administrative support to the lab regarding staff and visitors. Coordinates new employee and visitor offices, supplies, computer requirements, telephones, ergonomics, etc. Introduces newcomers to UCAR/NSF NCAR/CISL staff and facilities and obtains access cards. Provides delegation coordination for lab directors, maintains schedules, notifies alternates and communicates to staff. Provides back up support for the administrative team. Proactively communicates with staff regarding announcements, requests, deadlines and general updates. Supports administrative process guidelines. May take meeting minutes.
• Edits/proofreads/formats administrative and/or scientific, general correspondence and specialized technical documents and edits non-technical portions for correct grammar, spelling and formatting. Prepares mass mailings for distribution.
• Assists with administrative and logistical support. Maintains and monitors staff calendars.
• Supports online meeting software such as Google Meets, Slido, Zoom and others.
• Supports meetings onsite and support for CISL in partnership with the lead admin. Makes arrangements for seminars, workshops, and meetings. Prepares presentation materials.
• Provides website updates in an ever-changing environment with current content for the lab website and assists with testing of the website, links and forms, as needed.
• May assist in property administration, but not a primary duty of this level of AA II.

Purchasing:

• Prepares, processes and tracks a variety of purchases using the most appropriate methods including online financial systems. Purchases office supplies.

Reports and Reconciling:

• Monitors and reconciles account key activity. May monitor expenses, create transfers and prepare status reports. Maintains records; initiates invoice requests for reimbursement.

Decision Making & Problem Solving:

• Receives work from a large and diverse group located at different sites and must determine how best to satisfy sometimes-conflicting needs. Discretion, good judgment, creativity and the ability to think clearly under pressure are needed. Works independently on routine tasks, receives supervision on projects. Seeks direction as needed.

Successful candidates will ensure their application materials speak to the following criteria:

Education & Experience

• High school diploma or equivalent; and a minimum of two years of relevant experience; or a combination of education and experience.

Knowledge, Skills, and Abilities

Required:

• Skills in the application of office procedures,working in an onsite and remote network and web based computing environment.

• Knowledge of word processing, graphics, presentation, database, financial tools and spreadsheet software.

• Ability to apply basic computational math skills i.e. percentages, decimals.

• Advanced oral communication skills. High level of written communication skills, i.e., the ability to compose general correspondence and edit the non-technical portions of technical documents with attention to grammar, punctuation and formatting.

• Ability to prioritize tasks.

• Advanced knowledge of travel logistics, planning and procedures.

• Ability to apply and communicate relevant UCAR policies and procedures.

• Excellent interpersonal skills including ability to interact effectively with a diverse variety of people in a multicultural setting.

• Ability to work onsite and independently in a team mode within an interruption-driven environment.

• Discretion in handling confidential information.

Desired, but not required:

• Knowledge of Concur, UProcure, Workday or similar online systems

• Willingness to engage in UCAR Diversity, Equity & Inclusion (DEI) training and activities

• Knowledge of technical and/or specialized terminology relevant to the division/program

UCAR affirms its commitment to employees through competitive benefits. In addition to medical, dental, vision, retirement, and life insurance, UCAR offers a variety of programs focused on work-life balance and professional, and personal development. These include:

• Tuition Assistance, time off allowance to attend classes, and other professional development opportunities

• UCAR contributes 10% of your eligible pay into your retirement account; 100% fully vested on day one

• Starting minimum accrual of 20 days of personal time off each year (prorated for less than full-time positions)

• 10 paid holidays

• 10 days of sick leave each year

• 12 weeks of paid parental leave

• Short-term medical leave paid at 100% of your regular salary

• EcoPass for local Colorado residents to use the Denver and Boulder-area transit system at no cost

Our organization is committed to being an employer of choice for people from all backgrounds and identities, and to integrating your myriad perspectives through intentional policies and practices that promote belonging and lead to organizational excellence throughout our research and operations. We encourage you to visit our webpages for our Office of Access, Culture, and Opportunity to learn more about the ways we work to uphold this commitment to our community.

Research shows that women and people of color are less likely to apply for a position if they do not meet almost 100% of the desired skills and experience while others will apply if they meet only 40%. Please remember that while the minimum requirements are necessary, we don't expect that anyone is likely to meet every single item on our desired wish list! Whoever you are, if you meet the minimum requirements and have a passion for the work, we encourage you to apply. We can provide on-the-job training for the rest.

Applicants are not required to provide age or age-related information and may redact information related to age, date of birth, or dates of attendance at or graduation from an educational institution from any submissions during the initial application process.

At UCAR|NCAR|UCP, you will work alongside a dedicated team of professionals conducting critical research and community outreach to solve complex Earth system science problems including climate change, air pollution, extreme weather, floods, drought, wildfires, and space weather, all with the goal of improving human life and reducing economic loss. Each of us, from scientists to the professionals who support their work, serves the public and a collaborative community of scientists in our mission to understand the complex processes that make up the Earth system, from the ocean floor to the Sun's core.

Flexible Work

At UCAR, we are committed to supporting our mission by giving staff the flexibility to find the schedule and location that works best to maintain their own work-life circumstances and reach their full potential as professionals. Many positions within our organization are eligible for fully on-site, hybrid, fully-remote and/or flexible work schedules.

Equal Opportunity Employer

UCAR is committed to providing equal opportunity for all employees and applicants for employment and does not discriminate on the basis of race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy.Whatever your intersection of identities, you are welcome at UCAR.

Export Control

All positions are required to comply with U.S. export compliance regulations work location requirements regarding access to facilities and research systems.

Visa Wait Times

Please consider the length of visa procurement when applying for this posting, understanding that you will not be able to begin employment until you are able to get a visa and enter the U.S.