BSS Administrative Assistant II

Position Type

Regular

No

No

46,675.00 USD - 55,120.00 USD

12:00am MST on

As a member of UCAR Community Program's (UCP) Business Shared Services (BSS) team, the Administrative Assistant II provides administrative and operational support across the full lifecycle of research and sponsored program activities. The successful candidate will work across UCP programs to support staff in bringing the science and research of UCAR and NCAR to a broader audience, with responsibilities spanning general administrative support, purchasing, meeting planning, logistics, and travel support.

BSS is a collaborative, high-performing team of professionals who enjoy solving problems, improving how we work, and helping UCP programs succeed. This is an opportunity to work with a diverse group of colleagues, learn about the many facets of research administration, and play an important role in keeping projects and programs moving forward.

Job Description

• Assist Program Directors with calendar maintenance and meeting scheduling, and prepare materials for meetings and projects.
• Maintain copiers and printers, keep supplies stocked, and ensure equipment is in working order.
• Assist with office moves, arranging functional work spaces by identifying furniture, computer, and accessory needs, and coordinating delivery and installation.
• Coordinate conference room reservations and maintenance.
• Support the administration of science education exhibits and related tasks.
• Perform other tasks and duties as assigned.

• Coordinate and conduct purchasing (including project materials, printing, publications, software licenses, and computer hardware) using a purchasing card and UCAR's procurement system.
• Review and reconcile purchase-related invoices for accuracy and completeness prior to submission to the supervisor or award administrator for review and approval.
• Coordinate, process, and track stipend/honoraria payments.

• Support event planning, including material preparation, procurement, catering, shipping, transportation, registration platform management, and onsite support (setup and breakdown).
• Coordinate travel arrangements and expenses for staff, visitors, and program participants.
• May assist or partner with a more senior team member on large or complex events.

• Support program interns with onboarding and orientation, move-in and move-out logistics and supplies, local transportation, and poster printing.
• Schedule and support intern program meetings, mentor meetings and check-ins, and training and learning opportunities.
• Actively participate as a member of one or more BSS teams, including contributing to the development and refinement of standardized best practices, and coordinating, supporting, and attending BSS meetings and training sessions.

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

• Advanced written, verbal, and interpersonal skills, including the ability to communicate policies and procedures effectively within multicultural settings.
• Strong time management, organization, and prioritization skills, with the ability to work effectively under pressure.
• Demonstrated ability to work both independently and effectively as a team member.
• Flexibility to work across UCP Programs, adapt to changing priorities, and thrive in a matrix management setting.
• High level of sensitivity and discretion in handling confidential information.
• Consistent attention to detail and accuracy.
• Knowledge of Microsoft Office applications and Google Workspace products (documents, spreadsheets, slides/presentations).

• Basic experience using virtual meeting platforms, including but not limited to Zoom, Google Meet, and Slido.
• Basic experience using SAP Concur and the JAGGAER procurement system.

This position is open to candidates seeking in-person or hybrid (combination of 3 days in-person and 2 days of remote) opportunities. UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

Questionnaire, Resume/CV

Background checks and/or federal screenings are conducted for candidates selected for hire.

• Medical, Dental, Vision, and Short & Long Term Disability Insurance
• Generous retirement plan - UCAR contributes of 10% of base salary
• Time Off Plans
  • Minimum 20 days of annual PTO
  • 10 paid holidays
  • 12 weeks of paid parental leave
  • FAMLI Leave
• Tuition Assistance Program
• Public Service Loan Forgiveness (PSLF) eligible employer

UCAR is an Equal Opportunity Employer and welcomes applications from all individuals. We do not discriminate on the basis of race, age, sex,…