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Administrative Assistant III

Company: University Corporation for Atmospheric Research (U
Location: Boulder
Posted on: April 3, 2024

Job Description:

Job Description Summary:Under general supervision from the Directorate Administrator, provides experienced professional-level support for the NCAR Directorate's Office (DO), including meeting and event management support, advanced scheduling and calendar coordination, travel, purchasing, report preparation and proofing, and special projects as assigned by the DO leadership team.

As a member of the NCAR DO Administrative Team, provides administrative support in a collaborative team environment. Interactions are at all levels of the NCAR-UCAR organization. Handles confidential information with discretion.Position Details: Visa Sponsored Job:NoRelocation Assistance Eligible:NoJob Location: Boulder, ColoradoPosition Type & Term:Full time, RegularCompensation Range:Salary Range $51,373 - 64,216*Final salary and rates are based on education, experience, skills relevant to the role.*Application Notes Notes

  • Please note that this is an in-office position.
  • This position will be posted until the end of Wednesday, April 3, 2024.Required application materials:(Attach) Resume(Attach) Cover Letter - Please address 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).(Complete) Questionnaire - within the job application, space will be provided for you to answer the following questions:
    • This is an in-person position based in Boulder, CO. Are you within transit distance or plan to relocate in the event of hire?
    • Please describe a typical workday at your current or last job. What experience do you have with project management, which includes setting priorities, scheduling meetings, managing multiple projects, and providing deliverables?
    • Describe your experience using Google Suite.
    • Describe what Inclusion means to you. How have you supported inclusion in your last/current position?Background Checks: Conducted for candidates selected for hire. .Work Location: Regardless of flexible work arrangements, UCAR requires ALL positions to beperformed within the U.S., excluding U.S. Territories.What You Will DoHere is a brief summary of what one would expect to be generally responsible for in this role.PMO and DEI Administrative Support
      • Provides general administrative support for the NCAR Directorate, with a focus on the NCAR Project Management Office (PMO) and the Diversity, Equity, and Inclusion (DEI) team.
      • Coordinates and schedules meetings (both internal and with external project partners and sponsors) as requested by PMO and DEI staff. Support to include room reservations, meeting set-up, video conferencing (Google Meeting or Zoom).
      • Provides advanced calendar management and scheduling support for PMO and DEI personnel as requested.
      • Produces, maintains, and verifies regular and ad hoc reports as needed.
      • Supports the preparation, formatting, and proofing of reports and distributes as required.
      • Coordinates meetings and presentation materials and takes meeting notes for center-wide initiatives and projects in support of PMO and DEI team members.
      • Provides complex domestic and international travel support, including making travel arrangements and processing travel authorizations and vouchers for PMO and DEI staff. Additional travel coordination and support related to workshop participants, external visitors, and invited guests will be required.
      • Provides administrative support in a collaborative team environment to include interactions at all levels across the organization.
      • Provides administrative support to diverse groups of visitors and guests who may have varying needs, levels of support, and/or differing access/proficiency to technology.General Directorate Support:
        • Provides backup support to other administrative staff when necessary.
        • Performs content updates to internal (Sundog) and public-facing websites.
        • Basic office functions such as mail distribution, coordination of office moves, and ergonomic reviews; purchases supplies using company cards and reconciles monthly.
        • Property Administrator for the Directorate (DPA).
        • Will support travel to include, set up, coordinate, and present information about NCAR at conferences or workshops.
        • Makes travel arrangements and processes authorizations and vouchers for Directorate staff.Who We'd Love To Join Our TeamSuccessful candidates will ensure their application materials speak to the following criteria:Education and ExperienceRequired:
          • High school diploma or equivalent plus a minimum of four years of related experience, or a combination of education and experience.Desired, but not required:
            • Previous exposure to/work with project scheduling software (e.g., MS Project, Smartsheet, etc.) and or project management tools (e.g., Smartsheet, Trello, Monday.com, etc.).
            • Experience working with groups/teams specifically working with or catered to historically marginalized groups, especially in the Earth system science fields, including but not limited to Indigenous communities and Minority Serving Institutions.Knowledge, Skills, and Abilities Required
              • Advanced knowledge and expertise using software tools including Google Suite (Docs, Sheets, Slides) and the MS Office (Word, Excel, PowerPoint).
              • Excellent written and oral communication skills. Proficient written English communication skills, including skills in drafting, editing, and proofreading complex materials for grammar, charts, spelling, punctuation, and clarity.
              • Advanced skill in making complex meeting arrangements to include scheduling, catering, and coordination with cross-functional teams.
              • Advanced skills in updating website content, developing websites, and performing website maintenance.
              • Advanced skills in travel logistics, planning, and procedures.
              • Advanced skill in paying strict attention to detail when creating documents, drafting messages, and performing any work assigned.
              • Skill in prioritizing workload, working independently, and taking the initiative when working on projects within the range of responsibility.
              • Strong organizational skills with the ability to manage multiple projects/assignments simultaneously.
              • Ability to identify information sources for solving problems, anticipate organizational problems before they arise, and respond appropriately.
              • Excellent customer service and interpersonal skills, including the ability to work with diverse groups.
              • Skill in assessing differing needs of groups from diverse backgrounds and shifting approaches to create a welcoming and inclusive environment.
              • Ability to thrive in a dynamic work setting, and demonstrated ability to maintain a calm, focused, and professional demeanor when working in a fast-paced, high-stress environment.
              • Sensitivity and discretion in handling confidential and export-controlled information and documents.
              • Ability to learn and develop skills when moving outside of current knowledge area.Benefits OverviewUCAR affirms its commitment to employees through . 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 costCommitment to Diversity, Equity & InclusionOur 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 and our 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 ConsiderationsAt 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 WorkAt 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 EmployerUCAR 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 ControlAll positions are required to comply with U.S. export compliance regulations work location requirements regarding access to facilities and research systems. Visa Wait TimesPlease 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.

Keywords: University Corporation for Atmospheric Research (U, Boulder , Administrative Assistant III, Administration, Clerical , Boulder, Colorado

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