Administrative Assistant III

NCAR Directorate Administrative Team Member

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.

Directorate Operations Administrative Support:

• 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

General Directorate Support / Office Maintenance:

• 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.

Travel Support:

• 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.

Successful candidates will ensure their application materials speak to the following criteria:

Education and Experience:

• High school diploma or equivalent plus a minimum of four years of related experience, or combination of education and experience.

Knowledge, Skills, and Abilities:

• 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…