Job Description

UCAR's rich package of employee benefits includes medical, dental, vision, education assistance, retirement, and life insurance. UCAR offers a variety of programs designed to assist with work-life balance including flexible work alternatives, paid time off and 14 weeks of paid parental leave.

Where You Will Work:

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).

In light of the ongoing coronavirus (COVID-19) pandemic and restricted access to UCAR facilities, UCAR may allow temporary flexible remote work arrangements for newly hired employees.

What You Will Do:

Responsible for comprehensive executive administrative support for the NCAR Directorate’s Office (DO). Provides administrative support to executive-level, ad-hoc committees and the UCAR Board of Trustees. Serves as liaison with upper-management in NCAR, UCAR, NSF and other sponsors and partners.                                                                                                                                                                                 

Responsibilities:

Executive Administrative Support for the NCAR Deputy Director, Senior Advisor and Assistant Director

Administers a wide variety of complex administrative activities including:

Coordinates the work of NCAR Deputy Director, Senior Advisor and Assistant Director.
Negotiates executive calendars and makes decisions based on priorities.
Establishes and maintains office systems and responds to general written and verbal requests.
Responsible for drafts, edits, and proofreading of various documents.
Prioritizes requests requiring signatures while collaborating with subject matter experts to ensure compliance with current UCAR policies.
Serves as backup support to the NCAR Director when EAII is out or when additional support for the Director is needed.
Serves as liaison between the executive teams direct reports, Associate Lab Directors and across the center.
Creates and maintains email alias databases.
Generates status reports within various project management tools (i.e., Planview, Smartsheet, DocuSign, etc.).

Administrative support to executive-level and ad-hoc committees

At the direction of the Directorate Administrator and Senior Executive Assistant, provides project status reports, input and feedback on relevant topics, and meeting support. Coordinates agendas, scheduling, email aliases, logistics, and documentation using electronic desktop and web applications and tools.

Provides administrative support to internal committees across the center to include meeting materials, documents, memos, letters, reports, check requests, etc. as needed.
Under the directions of the EAII assists in supporting the Board of Trustees including agenda and material development, documentation and meeting support.
Coordinates administration teams responsible for supporting, administering and organizing NCAR-level advisory committees, review panels, Directorate-sponsored workshops and special events.
Coordinates NCAR Director Lab visits to include all logistics.
Attends meetings to capture minutes, key takeaways and action items.
Coordinates completion of meeting action items.
Coordination of AGU and AMS booths to include materials, set-up and scheduling.
Participates in Directorate and NCAR wide planning activities.
Other projects as assigned.

Program document support

Strategic initiative support
Organizes and complies information from diverse sources and develops drafts of reports and documents for internal and external use.
Provides and organizes specialized program documents, including the design, layout, editing for grammar and consistency and proofing. This includes NCAR’s Program Operation Plan (POP) and POP Progress reports (POPR), which require adherence to formatting requirements as well as accuracy in spelling and grammar.

Assists the directorate with reporting, including coordination across the organization and complex document compilation and editing. Under the supervision of the Directorate Administrator, implements administrative processes associated with the Appointment Review Group (ARG).
Makes complex travel arrangements and processes authorizations and vouchers for senior level Directorate staff.

Administration Team Coordination

Assists in the onboarding/offboarding and orientation of staff directly reporting to the NCAR Director and Directorate team members.
Serves as back up to the NCAR Director Executive Assistant and other administrative staff during peak times and leaves of absence.

What You Need:

Education and Years of Experience

Associate’s Degree in a relevant academic discipline or equivalent, as well as at least two years of administrative experience in an information technology office environment; or an equivalent combination of education and experience.
Required: Software expertise consistent with those used at UCAR: g-suite, U-Procure, Workday, Concur, etc. Capability and comfort with business software and applications.

Knowledge, Skills, and Abilities

Excellent interpersonal and customer service skills.
Sensitivity in working in multicultural settings.
Ability to work and collaborate effectively with individuals at all levels of the organization.
Effective written and verbal communication skills.
Ability to maintain a high level of confidentiality and exercise discretion; maintain confidentiality of sensitive information.
Knowledge and experience with program management tools and methodologies.
High-level computer literacy in a networked environment. Comfortable in digital and cloud IT products including but not limited to Google Suite and Workday.
Willingness to gain in-depth knowledge of company operations, policies, and procedures.
Advanced knowledge of travel logistics, planning, and procedures.
Advanced knowledge in word processing, database and spreadsheet applications, financial tools, and/or web page development/editing.
Ability to work in a fast-paced environment with frequent interruptions.
Ability to work within a team environment and interact with a wide variety of people.
Ability to maintain effective relationships with UCAR personnel and all associated organizations, departments and divisions associated with the NCAR Directorate.
Provide proficient knowledge and troubleshooting skills to assure that office equipment is maintained and operating properly as backup to primary person responsible.

Desired

Skill using project management/scheduling tools (i.e., Leankit)
Experience with Uprocure, Concur, and Google Apps suite.
Experience with human capital management software (i.e., Workday)

Applicant Notes:

Pre-employment screenings and background checks are conducted in conjunction with an offer for employment into risk-based positions. This screening may involve verifying or reviewing any of the following relevant information: restricted parties screening, employment verification, education verification, reference checks, verification of professional licenses, certifications, and Motor Vehicle Records.  In addition to pre-employment screenings, risked-based positions require a criminal background check and Sex Offender Registry (for positions working with vulnerable populations). UCAR complies with the Fair Credit Reporting Act (FCRA).
Please note that while the position description details both minimum requirements as well as desired skills and experience, we want to remind applicants that you do not need to have all the desired skills and experience to be considered for this role. If you have the passion for the work along with experience in a related field, you are encouraged to apply. We can provide on-the-job training for the rest.