Administrative Assistant II

About 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.

Responsibilities

• 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.
• Laboratory Property Administration:
  • Works with NRIT staff to ensure compliance with UCAR standards for fixed assets and sensitive property.
  • 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’ residence.
  • Attends DPA meetings as required.
  • Affords assistance to NRIT staff with (semi) annual inventory for selected user equipment, (semi) annual capital equipment inventory w/ NRIT group, disposal (record serial numbers from equipment designated by NRIT as excess and arrange for disposal), and tagging of equipment upon receipt.
  • Maintains NRIT “database” for property including: (1) Record new equipment; (2) Track purchasing information for systems and entering software records/linking them to systems. (3) Conduct inventory of equipment for excess, proper disposal, and status update in the database. (4) Add equipment information to the UCAR Property Office Fixed Asset Database. (5) Manage employee equipment loans through signed records and retrieve equipment from departing employees.
• General Administrative support:
  • 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 staff use.
• Travel:
  • Responsible for overall travel function, including international and domestic arrangements.
  • Works with travelers to ensure completion of requirement documentation, e.g., authorizations, vouchers, visas.
  • Calculates per diem rates, and foreign currency.
  • Ensures travel regulations are followed.

Qualifications

• High school diploma or equivalent, and a minimum of two years relevant experience; or a combination of education and experience.
• Knowledge, Skills, and Abilities:
  • 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 environment, including Google’s suite of intelligent apps.
  • Skill in prioritizing workload, working independently, and taking the initiative when working on projects within range of responsibility.
  • Sensitivity to working with staff from a wide range of backgrounds.
  • Ability to handle confidential information with discretion and reliability.

Skills

• Basic knowledge of published UCAR policies, regulations and guidelines (desired but not required).

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, and 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 (prorated for less than full-time positions). 10 paid holidays. 12 weeks of paid parental leave. 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.

Commitment to Job Application Fairness

Applicants are not required to provide age or age-related information and may redact information related to age, date of birth, or dates of attendance at or graduation from an educational institution from any submissions during the initial application process.

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.

Export Control

All positions are required to comply with U.S. export compliance regulations and work location requirements regarding access to facilities and research systems.

Work Location

This position is expected to work a hybrid schedule with a minimum of 3 business days/week spent at the Foothills Lab in Boulder, CO. Regardless of flexible work arrangements, UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.