Administrative Assistant II

Visa Sponsored Job: No

Relocation Assistance Eligible: No

Job Location: Boulder, Colorado

Position Type: Full time, Regular

Compensation Range: Hiring Salary Range: $46,675 - $55,120

* Final salary is based on education, experience, and skills relevant to the role.*

The candidate will join a collaborative team of administrative and IT professionals in an environment that values teamwork, psychological safety, innovation, and professional growth. The Administrative Assistant II position performs administrative duties for the NCAR Research IT (NRIT) team under the guidance of the Assistant Director of Research IT. Primary activities include routine purchasing, assisting in tracking corporate property, generating reports, graphs, and written materials, meeting and event support, organizing and managing travel for our staff, and a variety of other responsibilities that help support NSF NCAR Research IT (NRIT).

As a member of the administrative support team, this position will closely partner with other administrative staff in NRIT for guidance on organizational policies and direction.

Here is a brief summary of the general responsibilities for this role.

• Serves as the NRIT expert and point of contact on all matters relating to purchasing and contracts.
• Maintains and manages purchasing card transactions.
• Liaises with other administrative staff to ensure proper paperwork is submitted with sufficient backup documentation.
• Tracks purchases and communicates with requestor as to status.
• Tracks payments on invoices.
• Maintains records and basic online database accessible by all administrative staff.

• Tags and tracks all Fixed Asset acquisitions (FA) in coordination with the Property Office, and identifies, tags, tracks and reports on all non-fixed assets.
• Documents and tracks property loans and checkout sheets, both internal to other NCAR labs or external to other organizations or employees' residences.
• Attends DPA meetings as required.
• Assists NRIT staff with semi-annual inventory for selected user equipment, semi-annual capital equipment inventory with NRIT group, disposal of excess assets, and tagging of equipment upon receipt.
• Coordinates with NRIT leads for the purchase of capital equipment, and maintains schedule for annual software and license renewals.
• Maintains NRIT database for property, records new equipment, tracks purchasing information for systems, conducts inventory of equipment for excess, proper disposal, and status updates, adds equipment information to the UCAR Property Office Fixed Asset Database, and manages employee equipment loans through signed records and retrieval from departing employees.

• Assists with making arrangements for warranty work and repairs.
• Provides basic web page updates.
• Responsible for making, tracking, and reconciling routine purchases on a company credit card and purchase orders; develops an understanding of relevant purchasing policies and procedures and seeks guidance when requests are unfamiliar or complex.
• Stocks office supplies and ensures meeting rooms and common spaces are in order and ready for use.

• Responsible for overall travel function, including international and domestic arrangements.
• Works with travelers to ensure completion of required documentation, e.g., authorizations, vouchers, visas.
• Calculates per diem rates and foreign currency conversions.
• Ensures travel regulations are followed.

• High school diploma or equivalent, and a minimum of two years relevant experience; or a combination of education and experience.

REQUIRED:

• Ability to develop and foster positive relationships with a variety of stakeholders.
• Advanced oral communication skills. Proficient written English communication skills, including skill in drafting, editing, and proofreading complex materials for grammar, spelling, punctuation, and clarity.
• Knowledge of word processing, graphics, presentation, database, financial tools, and spreadsheet software.
• Skill in working in a network and web-based computing…