Job Description

What You Will Do:

Administrator I: Under the general supervision of the HAO Lab Administrator III, the Administrator I is responsible for supporting divisional administration functions including budget monitoring, purchasing (including purchase orders and subcontract set up and monitoring) and assistance with aspects of project monitoring.  Acts as laboratory property administrator, export control administrator, and provides general support in administration as needed.

Administrator II: Under the general supervision of the HAO Lab Administrator III, the Administrator II is responsible for supporting complex divisional administration functions including budget development, account management, human resources processes, direct support of award budget, and accounting management purchasing (including purchase orders and subcontract set up and monitoring). Supervises the coordination of division assets and resources.

Responsibilities:

Laboratory Purchasing
Administrator I: Main point of contact between HAO and the UCAR Purchasing Department. Works closely with staff to develop specifications for purchase orders and sub contracts. Develops requisitions and supporting materials for signature.

Administrator II: Main point of contact between HAO and the UCAR Purchasing Department. Works closely with staff to develop specifications for purchase orders and subcontracts. Develops requisitions and supporting materials including working closely with the Contracts Department on any and all ways to help facilitate quick negotiations for funding. Familiar with terms and conditions of all non-base contracts and awards. Ensures compliance therewith. Authorizes check requests, expense transfers and purchase requisitions up to $10k.

Laboratory Awards Management
Administrator I:  Works closely with Lab Administrator III and PIs to administer budgets for non-base funded awards. Works closely with Budget and Planning and Finance Department staff on budgets, reporting, and analysis to ensure contract and funding compliance. Responsible for ensuring timely submission of annual and final reports and responsible for timely closure of account keys.

Assist the Lab Administrator with forecasting award account keys in CPM software.

Monthly monitoring of all non-base account keys. Brings forward problems and mistakes working through methods of resolution with the Lab Administrator’s supervision.

Administrator II: Administers budgets for non-base funded awards. Works in step with the Budget and
Planning and Finance Department staff on budgets, reporting and analysis to ensure contract and funding compliance. Responsible for ensuring timely submission of annual and final reports and responsible for timely closure of account keys.

Manages all awards management activities with monthly monitoring of all non-base account keys. Resolves problems and mistakes through expenditure or budget transfers. Works quarterly with PIs to ensure accurate forecasts. Responsible for details of the process including budget and fund management and expense transfers.

Uses CPM software to assist in the planning of non-base account keys for non-salary planning in support of the financial management of the lab to ensure proper charging by staff and in support of the annual budget review. Assists with MTDC projections by keeping CPM forecasting tools updated and accurate.

Laboratory Property Administration
Property including tracking fixed assets and sensitive property, ensuring the lab adheres to corporate property policies, works with Systems Administrators to allocate computers to new employees and students/visitors, works with Instrumentation Group equipment purchases and acquisitions, and requests disposals per UCAR policy. Attends DPA meetings.

Human Resources
Administrator I: Works directly with the lead administrator on HR issues such as Personnel Profile changes, term appointment renewals, termination procedures, technology access requests, access cards. Assists with new hire and reclassification procedures. Can act as a resource to staff seeking guidance related to policies and procedures (seeking clarification when needed).

Administrator II: Administers HR process including Personnel Profile changes, term appointment renewals, termination procedures, technology access requests, access cards. Assists with new hire and reclassification procedures. Can act as a resource to staff seeking guidance related to policies and procedures (knows policies well enough to act with confidence).

Other Duties and Projects as Assigned.

What You Need:

Education and Years of Experience:

Administrator I:

Bachelor's degree in a relevant academic discipline plus 2 years of relevant experience, or an equivalent combination of education and experience.

Administrator II:

Bachelor's degree in a relevant academic discipline plus 5 years of relevant experience, or an equivalent combination of education and experience.

Desired but not required:

Experience working in a research and multi-cultural environment.

Knowledge, Skills, and Abilities:

Administrator I:

Familiarity with Grants and Awards processes.

Demonstrated experience, skills and knowledge of basic budget management and accounting principles and functions and financial analysis.

Demonstrated commitment to teamwork and continued professional development.

Ability to interpret and implement UCAR, NCAR and federal policies and procedures.

Demonstrated skill in Excel and basic understanding of UCAR tools: IFAS and Cognos.

Demonstrated ability to work independently and effectively under tight schedules and to meet deadlines.

Excellent organizational skills.

Excellent interpersonal skills.

Strong oral and written communication skills.

Advanced knowledge of English composition, grammar, spelling, punctuation, and usage.

Ability to interact effectively with a diverse workforce.

Administrator II:

In addition to the Administrator I KSAs:

Extensive knowledge of the Grants and Awards process.

Demonstrated skill in budget development and analysis, cost control and project accounting.

Demonstrated experience, skills and knowledge of high-level budget management and accounting principles and functions and financial analysis.

Knowledge of government and institution contract requirements, policies and procedures.

High level of skill in the use of UCAR forecasting tools, IFAS, Cognos and Excel.

Skill in basic statistics/elementary algebra (interest, profit and loss, means, medians, modes and ratios).

Ability to work as a member of a broader team, to delegate when necessary and to assist others with tasks when necessary.

Skill in planning, implementation, and evaluation of projects.