Administrative Assistant III

University Corporation for Atmospheric Research (UCAR)•Boulder, CO

6d•$53,694 - $67,118•Hybrid

About The Position

This position provides support for the NCAR Directorate. Under general supervision from the Lead Administrator, the incumbent works directly with people at all levels of the NCAR/UCAR organization, helping to deliver on meeting and event management responsibilities, calendar coordination, travel, purchasing, special projects, and inventory. As a member of the NCAR Directorate Administrative Team, this position provides administrative support in a collaborative, high-profile team environment while handling confidential information with discretion.

Requirements

High school diploma or equivalent plus a minimum of four years of related experience, or combination of education and experience.
Excellent written and oral communication skills.
Proficient written English communication skills, including skill in drafting, editing, and proofreading complex materials for grammar, charts, spelling, punctuation, and clarity.
Advanced knowledge using software tools including Google Suite (Docs, Sheets, Slides) and MS Office (Word, Excel, PowerPoint).
Advanced skill in making complex meeting arrangements to include scheduling, catering, and coordination with cross functional teams.
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 progress.
Sensitivity and discretion in handling confidential information and documents.
Skill in prioritizing workload, working independently, and taking the initiative when working on projects within range of responsibility.
Strong organizational skills with the ability to manage multiple projects/assignments simultaneously.
Advanced skill in paying strict attention to detail when creating documents, drafting messages, and performing any work assigned.
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.
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.

Nice To Haves

Experience in website content updates, maintenance, and development is a plus.

Responsibilities

Provides administrative support to the NCAR Directorate as a whole.
Provides general administrative support for NCAR Directorate teams, including operations, budget and planning, proposal and awards, partnerships, and project management.
Provides advanced calendar management and scheduling support to Project Management Office/Facilities & Large Projects Office (PMO/FLPO).
Coordinates meetings, seminars, and retreats through tasks such as room reservations, meeting set-up, video conferencing, catering, supplies, and other related logistics.
Provides administrative support for a variety of committees, including the Human Subjects Committee (HSC) and Scientist Promotion Committee (SPC).
Creates ad hoc financial reports and maintains databases and inventories as requested.
Provides administrative support for a variety of committees and processes, including note-taking, meeting scheduling and reminders, and related communications.
Assists Directorate & Operations staff with document creation, proofreading, and distribution.
Coordinates meetings and presentation materials and takes meeting notes for center-wide initiatives in support of the operations and project management teams.
Supports Directorate and NCAR special events and workshops (program workshops/conferences, open houses, Distinguished Scholar events, town halls, executive sessions, new employee orientation).
Conducts special research assignments to support new initiatives and projects.
Provides administrative support in a collaborative team environment, interacting with staff, at all levels of the organization and with visitors and guests at all levels whose needs, support levels, and technological proficiency may vary.
Provides backup support to other administrative staff when necessary.
Develops and updates website content including proofreading.
Coordinates and prepares presentation materials and Directorate gift bags for distinguished guests.
Performs basic office functions such as mail distribution, coordination of office moves, and ergonomic reviews; purchases a variety of supplies using company card and reconciles monthly.
Works closely with NRIT/EIT on hardware replacement inventory and serves as Property Administrator for the Directorate (DPA).
Responsible for the frontline greeting of guests in the Directorate, office maintenance: i.e., maintaining the office coffee station, including restocking coffee, tea, water, snacks, and refilling the coffee maker and hot water dispenser, and performing additional light cleaning tasks as needed.
Submits and tracks building maintenance requests for the office.
Provides complex domestic and international travel support, including making travel arrangements and processing travel authorizations and vouchers for PMO and partnerships staff.
Additional travel coordination and support related to workshop participants, external visitors, and invited guests may be required.