Job Description

Benefits: UCAR's rich package of employee benefits includes medical, dental, vision, education assistance, retirement, and life insurance. UCAR offers a variety of programs designed to assist with work-life balance including flexible work alternatives, paid time off and 14 weeks of paid parental leave. To learn more about our benefits, visit this site: https://www.ucar.edu/opportunities/careers/benefits

Vaccination Requirement: All employees hired by UCAR must comply with UCAR’s Covid-19 Vaccination Policy and safety protocols.

Where You Will Work:

The Cooperative Programs for the Advancement of Earth System Science (CPAESS) serves the Earth system science community in three distinct areas of service. We partner with federal agencies and businesses to hire critical scientific staff enabling a more robust workforce. Through our scientific programs we seek to edify new research with our postdoctoral programs, our visiting scientist and internship programs, along with our interagency support programs. We also help build the Earth system science community by convening and managing summer schools and institutes, conferences, and advisory committees.

What You Will Do:

Provides senior level program support for the NASA Heliophysics Activities and the NASA and NOAA Postdoctoral Fellowships of the UCAR Cooperative Program for the Advancement of Earth System Science (CPAESS). Requires advanced programmatic and administrative skills to accomplish a broad range of responsibilities. Requires advanced communications skills.     

Responsibilities:

Advanced/High-Level Programmatic and Administrative Support:

Works closely with the Deputy Director and Director of CPAESS.

Serves as program support for building sponsor relationships.

Oversees foreign and domestic travel for CPAESS postdoctoral fellows and meeting attendees. 

Event planning: Provides advanced meeting planning (online and in-person) oversight and represents CPAESS to outside entities.

In coordination with the CPAESS Deputy Director and SPS Senior Administrator, prepares administrative reports and gives both oral and written presentations to Sponsors and the program community.

Develops and administers correspondence and reporting with CPAESS Leadership and CPAESS Communications Specialist.

Administers the program's strategic efforts, in coordination with CPAESS leadership, to define, design, collect, and provide trend analysis of program metrics to capture impact of program activities. 

Works in coordination with SPS Senior Administrator and CPAESS Deputy Director on workshop reporting to sponsors.

Program Coordination and Management of Post-Doctoral Fellows:

Oversees the annual application and hiring process for CPAESS’s postdoctoral fellowship programs and other employee recruitments.

Provides day to day supervision of between 16 - 22 NOAA Climate & Global Change and NASA Jack Eddy Postdoctoral Fellows. 

Develop and coordinate professional development activities for post-doctoral fellows.

Identifying and advocating for the needs of post-doc fellows.

Assist with providing basic career mentoring for the post-doc fellows.

Collaborate with internal stakeholders such as UCAR Human Resources during post-doc fellow recruitment.

Develop program management plans and ensures that all milestones related to project completion, timelines, budget adherence.

Provides high-level coordination of complex programs related to meetings, summer school, summer institute, seminar series, including subawards, budgets, vendor negotiations and event management.

Oversee the management of the CPAESS website and program advertising for current postdoctoral employment opportunities, events and committees.

Budgetary Oversight & Management:

Develops monthly status reports to CPAESS Leadership, as well as annual reports for NOAA and NASA.

Oversees CPAESS postdoctoral fellow allowance budgets and purchasing.

Collaborates with CPAESS finance team in developing proposals and financial reporting.

Oversees procurements while working within UCAR policy and procedures.

Assists the CPAESS Director, Deputy Director, and SPS Senior Administrator in the preparation of program proposals and financial reporting.

Commitment to Diversity, Equity, and Inclusion

Works with UCAR Office of Diversity, Equity and Inclusion to decrease bias during application processes, increase awareness of unconscious bias in steering committees, and promote an inclusive and diverse workplace and community.  

Develops, coordinates and manages activities that address diversity, equity, and inclusion within all NASA Heliophysics Activities and the NASA and NOAA Postdoctoral Fellowship Programs.

What You Need:

Education and Years of Experience:

Bachelor’s degree in relevant academic discipline and at least 7 years of relevant experience;

Proven project management experience;

Or a Master’s degree in a relevant academic discipline and at least 3 years of relevant program experience;

Or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

Advanced programmatic and administrative skills in organizing, coordinating and prioritizing a wide variety of tasks, and completing them in a time manner with the utmost attention to details.

Knowledge of basic project management methods.

Advanced knowledge of conference planning, including logistical requirements, hotel contract policies and procedures, and food and beverage.

Strong knowledge with legal issues relevant to conference planning.

Exceptional written and oral communication skills, and the ability to be adaptive to changing needs of various individuals, groups, and work environments.

Demonstrated ability to professionally work with sponsors and other outside entities.

Demonstrated ability to direct the work of others. Exceptional interpersonal skills and teamwork. Provide mentorship for an Administrative Assistant. 

Strong knowledge of UCAR policies and procedures. Thorough knowledge of UCAR’s employment visa process.

Strong knowledge of UCAR’s financial development tools including budget development, interpreting budgets, multi-year projections, providing budget analysis, interpreting budget status reports, and tracking expenditures. 

Demonstrated ability to show initiative and take the lead in developing and sharing efficient and effective administrative support improvements.

Sensitivity to working in a multicultural environment.

Demonstrated ability to handle confidential information with discretion when handling sensitive information.

Ability to work within and adhere to accepted policies, procedures and practices.

Ability to travel – 2 to 3 times a year - when required.

Desired, But Not Required:

STEM related background.

Experience supervising offsite employees in a triad supervisory model. 

Applicant Notes:

A resume and cover letter in PDF format is required when applying to this position.

Please note that while the position description details both minimum requirements as well as desired skills and experience, we want to remind applicants that you do not need to have all the desired skills and experience to be considered for this role. If you have the passion for the work along with experience in a related field, you are encouraged to apply. We can provide on-the-job training for the rest.

For more information about our commitment to diversity, equity, and inclusion, here is the link to the Office of Diversity, Equity & Inclusion Strategic Plan and to the ODEI landing page.

This is a non-risk based position:  A pre-employment screening is conducted in conjunction with an offer for employment. This screening may involve verifying or reviewing any of the following relevant information: restricted parties screening, employment verification, performance records of internal candidates, education verification, reference checks, verification of professional licenses, certifications, and Motor Vehicle Records.  UCAR complies with the Fair Credit Reporting Act (FCRA).