Job Description Summary: UCAR is excited to announce the job opening for the UCAR Community Programs (UCP) Business Shared Services (BSS) Administrative Assistant III role. This position will work primarily for the Center for Ocean Leadership (COL), the UCP Directorate, and assist with other UCP Centers and Programs to support and perform a variety of functions and business activities including general administrative support, purchasing, travel support, meeting planning/logistics, as well as financial, proposal and HR support.

UCP/BSS administration provides a strong foundation of essential business and operational support to a wide range of highly successful, impactful, and community-driven programs – from training weather forecasters, firefighters, and emergency managers; to supporting a constellation of atmosphere-observing satellites; developing internship programs and educational resources; providing real-time data and software analysis tools; improving and accelerating use of research and operational Earth system satellite data; and managing projects and staffing for scientific programs across the country and around the world.

Position Details:

Visa Sponsored Job:

No

Relocation Assistance Eligible:

No

Job Location:

Boulder, Colorado

Position Type & Term:

Full time, Regular

Compensation Range:

$51,373 - $64,216

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

Application Notes

Application Deadline: This position will be posted until May 24, 2024 . Applications will not be accepted past this date.

Required application materials (preferably in PDF Format) :

• Resume

• Cover Letter - Please address the following prompts in your cover letter (does not have to be limited to one page):

• When reflecting on your previous work experiences, discuss the steps you have taken to effectively build strong relationships with colleagues and peers in a hybrid or remote work environment.

• Share an example of a complex project you have worked on that best illustrates your organizational skills. Please address how you decide what gets top priority when organizing and scheduling your time.

• Think of a time when you had to improve relations with a customer who was upset or dissatisfied with service from you or your team. Please specifically address what actions you took to address their concerns and improve the relationship.

Background checks are conducted for candidates selected for hire. Learn more. (https://www.ucar.edu/opportunities/careers/faqs)

Work Location: This position is open to candidates seeking hybrid (combination of in-person and remote), opportunities. Regardless of flexible work arrangements, UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

What You Will Do

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

Key Responsibilities

• Support UCP Directorate leadership with calendar management, meeting support, agenda coordination, and document creation, with a high level of discretion and confidentiality.

• Organize and execute meetings/events for the UCP Directorate and other Centers/Programs (primarily COL), including all UCP staff meetings, UCP social events, and UCP leadership retreats.

• Meeting planning activities include material preparation, procurement, catering, booth rental, shipping, transportation, registration platform management, and onsite support including set up/break down, coordinating travel arrangements and expenses for staff, visitors, and participants.

• Act as a liaison between the UCAR President’s Office and UCP Centers and Programs, represent UCP at the UCAR exhibit booths at industry conferences, and other major venues.

• Develop/update/manage intra-web content, including collecting and organizing relevant materials/resources for web pages, formatting, and posting.

• May serve as a Committee member/liaison/representative to various UCAR Operations departments, including IT, Facilities, Safety, Communications, and Travel.

• Conduct purchasing, including project materials, printing, software licenses, and computer hardware using a purchasing card and UCAR’s procurement system.

• Support property management, including sensitive property and fixed assets.

• File and organize digital and paper documents.

  Who We’d Love To Join Our Team

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

Education & Experience

• High School Diploma;

• 4 years of relevant experience;

• Or an equivalent combination of education and experience.

Desired, but not required:

• Experience working within a Federally Funded Research & Development Center (FFRDC) or a university setting.

• Experience in a matrix management setting.

Knowledge, Skills, and Abilities

• Excellent written, verbal, and interpersonal skills.

• Strong time management and organization skills, including success working under pressure.

• Experience maintaining a high level of sensitivity and discretion when handling confidential information.

• Ability to appropriately identify, apply, and effectively communicate relevant policies and procedures within multicultural settings.

• Consistent attention to detail and accuracy.

• Demonstrated ability to work both independently and effectively as a team member.

• Demonstrated ability to adapt to changing priorities.

• Advanced knowledge of Microsoft Office applications and Google Suite products (documents, spreadsheets, slides/presentations).

Desired, but not required:

• Previous experience thriving in a matrix management setting.

• Advanced skills using virtual meeting platforms, including but not limited to Zoom, Google Meet, and Slido.

• Skills with Planview LeanKit or other Kanban project management tools.

• Advanced skills using SAP Concur and JAGGAER procurement system.

• Skill using/familiarity with Workday.

• Experience assisting with Human Resource processes.

• Experience managing budgets.

  Benefits Overview

  UCAR affirms its commitment to employees through competitive benefits (https://www.ucar.edu/opportunities/careers/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

  Commitment to Diversity, Equity & Inclusion

  Our organization is committed to creating a diverse, equitable, and inclusive work environment and fostering a culture where everyone feels welcome and supported. To learn more about these efforts, visit the Office of Diversity, Equity & Inclusion Strategic Plan (https://www.ucar.edu/sites/default/files/documents/related-links/2020-12/ODEI_StrategicPlan_Final.pdf) and our Diversity & Inclusion: A Welcoming Workplace (https://www.ucar.edu/who-we-are/diversity-inclusion) site.

  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!

  Some Final Considerations

  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.

At NCAR - the National Center for Atmospheric Research - we study weather, water, climate, air quality, and space weather to help protect lives and livelihoods, grow the economy, and enhance our nation’s security and well-being. We collaborate with research partners to advance the science that makes predictions better and with end users to develop applications for forecasters, farmers, resource managers, retailers, the military, and many other stakeholders.

UCAR - the University Corporation for Atmospheric Research - manages NCAR on behalf of the National Science Foundation. We are a nonprofit consortium of more than 115 colleges and universities with research and training programs in Earth system science. We bring together the academic community and provide the operational management that are both essential to NCAR's success. UCAR’s community programs, from educational resources to data delivery and other services, extend the reach and impact of NCAR’s world-class research to the community and society.

We seek talented people with diverse backgrounds, training, and skills to join us in our mission of science in service to society. Want to learn more? Visit ucar.edu.