Job Description

Application Notes:

Application Deadline: This position will be posted until filled with priority given to applications submitted by June 2, 2023.

Required application materials (preferably in PDF Format): 

Resume

Cover Letter - Cover letters should articulate how well your knowledge, skills, and abilities meet the needs and responsibilities of this position. Please share specific administrative, expense tracking/budgeting, event planning, and/or employee onboarding/offboarding skills you have gained in your professional experience and why you believe you would be a good fit for this position.

Work Authorization: US Residency is a Requirement. You must reside in the U.S. for this position. UCAR/NCAR WILL NOT sponsor a work visa (e.g., J-1, H1-B, etc.) for this position. U.S. Citizenship, Permanent Residency, or another protected status under 8 U.S.C. 1324b(a)(3) is required for this position.  

Relocation Assistance: Relocation assistance IS available for this position.

Pre-employment screenings are conducted for selected candidates; background checks are also conducted for risk-based positions. Learn more.

HOW YOU WILL MAKE AN IMPACT AT UCAR

Here is a brief outline of what one would expect to be responsible for in this role. 

Key Responsibilities

General Administrative Support

Conduct purchasing including project materials, printing, software licenses, and computer hardware using a purchasing card and UCAR’s procurement system.

Support property management; sensitive property and fixed assets (including construction in process).

Coordinate and process stipends and honoraria.

Lead office moves, arrange functional workspaces including furniture, computer, and accessory needs, and coordinate delivery and installation.

Serve as the Primary DPA and backup for other DPAs across the center.

May serve as a representative on committees such as the Safety Committee.

Perform other tasks and duties as assigned.

Meeting Coordination & Travel Support

Coordinate event planning support: including material preparation, procurement, catering, booth rental, shipping, transportation, registration platform management, and onsite support including set up/break down.

Coordinate travel arrangements and expenses for staff, visitors, as well as participant support cost travel.

HR support

Coordinate onboarding/offboarding.

Visitor coordination support including but not limited to data entry, system workflows, travel support, visas, and onboarding/offboarding.

Financial and Proposal Support

Support administrator with the financial management of awards.

Estimate costs and track expenses.

Monitor and reconcile transactions.

Assist with the preparation of budget reports.

Support administrator with proposal preparation including proposal document preparation along with accuracy and compliance.

Research costs and assist with budget development.

May perform data entry in UCAR and sponsor proposal systems.

General BSS Duties

Contribute to the ongoing development and refinement of standardized best practices for BSS.

Serve as a member of one or more BSS Groups/Teams.

Conduct and participate in BSS meetings and trainings.

WHO WE’D LOVE TO JOIN OUR TEAM

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

Education & Experience

High School Diploma;

4 years of relevant experience;

Or an equivalent combination of education and experience.

Desired, not required:

Experience working within a Federally Funded Research & Development Center (FFRDC) or within a university setting.

Experience is a matrix management setting.

Knowledge, Skills, and Abilities

Excellent written, verbal, and interpersonal skills.

Strong time management and organization skills along with the ability to work under pressure.

Demonstrated ability to work both independently and effectively as a team member.

Ability to organize and prioritize a wide variety of tasks.

High level of sensitivity and discretion in handling confidential information.

Flexibility to work across UCP Centers and Programs, adapt to changing priorities, and thrive in a matrix management setting.

Ability to appropriately identify, apply and effectively communicate relevant policies and procedures within multicultural settings.

Consistent attention to detail and accuracy.

Advanced knowledge of Microsoft Office applications and Google Suite products (documents, spreadsheets, slides/presentations).

Desired, not required

Advanced skills using virtual meeting platforms, including but not limited to Zoom, Google Meet, and Slido.

Skills with Planview LeanKit or other Kanban project management tools.

Advanced skills using SAP Concur and JAGGAER procurement system.

Skill using/familiarity with Workday.

Experience assisting with Human Resource processes.

Experience managing budgets.

SOME FINAL CONSIDERATIONS

Commitment to Diversity, Equity & Inclusion

Our organization is committed to creating a diverse, equitable, and inclusive work environment and fostering a culture where everyone feels welcome and supported. To learn more about these efforts, visit the Office of Diversity, Equity & Inclusion Strategic Plan and our Diversity & Inclusion: A Welcoming Workplace site. 

Research shows that women and people of color are less likely to apply for a position if they do not meet almost 100% of the desired skills and experience. Please note this is not necessary! If you meet the minimum requirements and have a passion for the work, you are encouraged to apply. We can provide on-the-job training for the rest!

Inclusive Benefits 

UCAR affirms its commitment to employees through competitive benefits. In addition to medical, dental, vision, retirement, and life insurance,  UCAR offers a variety of programs focused on work-life balance and professional personal development. These include:

Tuition Assistance, time off allowance to attend classes, and other professional development opportunities

UCAR contributes 10% of your eligible pay into your retirement account; 100% fully vested on day one

Starting minimum accrual of 20 days of personal time off each year

10 paid holidays each year

10 days of paid sick leave each year

14 weeks of paid parental leave

Backup childcare

Short-term medical leave paid at 100% of your regular salary

EcoPass for local Colorado residents to use the Denver and Boulder-area transit system at no cost

Flexible Work

At UCAR, we are committed to supporting our mission by giving staff the flexibility to find the schedule and location that works best to maintain their own work-life circumstances and reach their full potential as professionals. Many positions within our organization are eligible for fully on-site, hybrid, fully-remote, and/or flexible work schedules.

Equal Opportunity Employer

UCAR is committed to providing equal opportunity for all employees and applicants for employment and does not discriminate on the basis of race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy. Whatever your intersection of identities, you are welcome at UCAR.