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 Google Suite (Docs, Sheets, Slides) and MS Office (Word, Excel, PowerPoint)
• Advanced skill in making complex meeting arrangements to include scheduling, catering, and coordination with cross functional teams.
• Experience in website content updates, maintenance, and development is a plus.
• Advanced skill in travel logistics, planning, and procedures.
• Good project management and organizational skills, including project plans and realistic timelines to allow for potential issues as they arise; routinely monitors progress.
• Sensitivity and discretion in handling confidential information and documents.
• Skill in prioritizing workload, working independently, and taking the initiative when working on projects within range of responsibility.
• Strong organizational skills with the ability to manage multiple projects/assignments simultaneously.
• Advanced skill in paying strict attention to detail when creating documents, drafting messages, and performing any work assigned.
• Ability to thrive in a dynamic work setting, and demonstrated ability to maintain a calm, focused, and professional demeanor when working in a fast-paced, high-stress environment.
• Ability to identify information sources for solving problems, anticipate organizational problems before they arise, and respond appropriately.
• Excellent customer service and interpersonal skills, including the ability to work with diverse groups.

Hiring Salary Range $53,694 - $67,118

*Final salary and rates are based on education, experience, skills relevant to the role.*

Application Requirements:

Cover Letter, Questionnaire, Resume/CV

For full consideration, all application materials must be submitted by 12am (MST) at the start of the application deadline. These should highlight how your skills and experiences align with the responsibilities of this position. We recognize that no candidate will meet 100% of the listed qualifications. If you believe your background has prepared you for success in this role, we encourage you to apply.

Supplemental questionnaires are often requested in lieu of a cover letter, where you address critical skills needed for the position. Your answers will be read and weighed equally to your resume and should provide specific, detailed, and informative responses based on your direct and previous work experiences.

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

UCAR offers a comprehensive benefits package: health insurance, dental, retirement plan, leave plans, tuition assistance, and employee assistance programs:

• 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, gender identity, disability, veteran status, or any other characteristic protected by law. Applicants are not required to provide age-related information (like date of birth or graduation dates) in initial submissions.

For sponsored positions: UCAR can sponsor individuals for H-1B status only if they are already in the U.S. in H-1B status or another visa status that allows them to change to H-1B status within the U.S. UCAR is unable to sponsor new H-1B visas for individuals who are outside the U.S. and need to obtain H-1B status through Consular Processing.

While UCAR does not prohibit the use of AI tools in job applications, we strongly recommend that applicants submit primarily original work.

All roles require compliance with U.S. export control regulations and work location requirements. All hybrid staff are expected to work on-site approximately 3 days per week.