University Corporation for Atmospheric Research Senior Administrative Assistant (Administrative Assistant III) in Boulder, Colorado

Senior Administrative Assistant (Administrative Assistant III)

Tracking Code

19088

Job Description

Job Title: Administrative Assistant III

Location: Boulder, CO

Type: Full-time, Non-Exempt

Application Deadline:

This position will be posted until a sufficient number of applications have been received.

Relocation:

No relocation package is offered for this position.

Work Authorization:

U.S. Citizenship, Permanent Residency, or other protected status under 8 U.S.C. 1324b(a)(3) is required for this position. UCAR/NCAR will not sponsor a work visa (e.g., J-1, H1-B, etc.) for this position.

Who We Are:

Located in Boulder, Colorado, the National Center for Atmospheric Research (NCAR) is one of the world’s premier scientific institutions, with an internationally recognized staff and research program dedicated to advancing knowledge, providing community-based resources, and building human capacity in the atmospheric and related sciences. NCAR is sponsored by the National Science Foundation (NSF) and managed by the University Corporation for Atmospheric Research (UCAR).

What You Will Do:

Under general supervision, provides experienced professional-level support for the NCAR Directorate including, meeting and event management support, calendar coordination, travel, financial monitoring, purchasing and special projects. As a member of the NCAR Directorate Executive Administrative Team, provides executive administrative support in a collaborative team environment. Interactions are at all levels of the NCAR|UCAR organization.

Responsibilities:

Advanced Administrative Support:

  • Provides administrative support to the NCAR Director’s Executive Assistant and Operations Manager in support of the NCAR Director and Deputy Director and the Directorate as a whole.

  • Makes complex travel arrangements and processes authorizations and vouchers for all Directorate staff including the NCAR Director and Deputy Director

  • Coordinates office moves

  • Property Administrator for the Directorate (DPA)

  • Safety Committee representative for the Directorate

  • Makes purchases with company card

  • Coordinates receipt of the ARG required referee letters

  • Content update to websites

  • Creates posters, documents and spreadsheets to support regular work and special projects

  • Proofreads documents and websites

  • Conducts special research assignments to support new initiatives and projects

  • Provides administrative support for Human Subjects Committee (HSC) process under the direction of the HSC Administrator

  • Provides executive administrative support in a collaborative team environment to include interactions at all levels across the organization

  • Works within accepted policies, procedures and practice

  • Communicates policies and procedures to relevant audience

  • Exercises discretion in the handling of confidential information

  • Coordinates purchase of office and event supplies

  • Contributes to operations budget development, monitoring and reporting

Meeting and Project Support:

  • Coordinates meetings, seminars, retreats (Introduction to NCAR, Networking/Discovery Day)

  • Coordinates and prepares presentation materials

  • Prepares meeting schedules and creates calendar events for meetings

  • May take notes and distribute meeting minutes

  • Supports Directorate and NCAR special events (open house, distinguished scholar events, town halls, executive sessions)

  • May support travel to, set up, coordinate and present information about NCAR at conferences or workshops

What You Need:

Education and Years of Experience:

  • High school diploma or equivalent plus a minimum of four years of related experience, or combination of education and experience.

Knowledge, Skills, and Abilities:

  • Advanced knowledge in word-processing, drafting and editing technical, administrative or complex documents, including graphics and formatting tables.

  • Advanced knowledge in Excel, including pivot table creation.

  • Advanced knowledge in collaboration software tools, such as Google applications.

  • Advanced skill in using computer equipment; proficiency in working in a networked computing environment; ability to learn new skills.

  • Advanced skill in making complex meeting arrangements.

  • Advanced skill in updating website content, developing websites, and website maintenance.

  • Advanced skill in travel logistics, planning and procedures.

  • Good project management and organizational skills, including project plans and realistic timelines to allow for potential issues as they arise; routinely monitors & evaluates progress.

  • Ability to prepare technical, financial and administrative reports.

  • Excellent written and oral communication skills. Proficient written English communication skills, including skill in drafting, editing and proofreading complex materials for grammar, spelling, punctuation and clarity.

  • Sensitivity and discretion in handling confidential information and documents.

  • Proficient in designing, structuring and maintaining complex filing systems, both electronic and hard copy.

  • Strong customer service skills and ability to anticipate and respond to organizational issues.

  • Ability to identify information sources for solving problems, anticipate organizational problems before they arise and respond appropriately.

  • Develops and suggests solutions to problems that arise.

  • Excellent interpersonal skills and teamwork including ability to work with diverse groups.

  • Skill in prioritizing workload, working independently and taking the initiative when working on projects within range of responsibility. Skill in multi-tasking.

  • Performs diverse office functions requiring independent decision making; dependable, consistent, careful attention to detail and in-depth interaction with a diverse staff of individuals.

  • Ability to appropriately identify and apply policies and procedures.

What’s In It for You:

  • Compensation

  • PTO

  • Paid Holidays

  • Tuition Reimbursement

  • Benefits (Medical, Dental, Vision)

  • Retirement Plan

  • And more!

EEO/AAP Statement:

The University Corporation for Atmospheric Research (UCAR) is an equal opportunity/equal access/affirmative action employer that strives to develop and maintain a diverse workforce. 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 the University Corporation for Atmospheric Research (UCAR). We are committed to inclusivity and promoting an equitable environment that values and respects the uniqueness of all members of our organization.

Job Location

Boulder, Colorado, United States

Position Type

Full-Time/Regular

Appointment Type

N/A