University Corporation for Atmospheric Research Executive Assistant I in Boulder, Colorado

Executive Assistant I

Tracking Code

19090

Job Description

Job Title:Executive Assistant I

Location: Boulder, CO

Type:Full-time, Non-Exempt

Application Deadline:

This position will be posted until a sufficient number of applications have been received. Thereafter, applications will be reviewed on an as-needed basis.

Relocation:

No relocation package is offered for this position.

Work Authorization:

U.S. Citizenship, Permanent Residency, or other protected status under 8 U.S.C. 1324b(a)(3) is required for this position. UCAR/NCAR will not sponsor a work visa (e.g., J-1, H1-B, etc.) for this position.

Where You Will Work:

Located in Boulder, Colorado, the National Center for Atmospheric Research (NCAR) is one of the world’s premier scientific institutions, with an internationally recognized staff and research program dedicated to advancing knowledge, providing community-based resources, and building human capacity in the atmospheric and related sciences. NCAR is sponsored by the National Science Foundation (NSF) and managed by the University Corporation for Atmospheric Research (UCAR).

What You Will Do:

Responsible for comprehensive executive administrative support for the CGD Director and Laboratory Administrator. Provides administrative support to CGD-wide functions that involve the CGD Director and other Directorate staff. Works on assignments that are complex and exercises considerable judgment, analysis and initiative to anticipate and solve problems and make recommendations. Serves as liaison with upper-management in NCAR, UCAR, NSF and other partners. Must be able to handle confidential information with utmost discretion and work with minimal supervision.

Responsibilities:

Comprehensive executive administrative support to the Lab Director:

  • Drafts, edits, proofreads and finalizes correspondence for the CGD Director and the CGD Management Team, including memos, letters, proposals, awards, and confidential items.

  • Maintains and manages the CGD Director’s electronic calendar and fields requests for time on that calendar. Coordinates and negotiates the schedules and arranges meetings for the CGD Director and Laboratory Administrator. Sets meetings for other Directorate staff as assigned by the CGD Director.

  • Makes complex domestic and international travel arrangements for the CGD Director and other Directorate staff as assigned by the Director. This includes researching fares and routes; ensuring compliance with the Fly America Act; and preparing travel authorizations and vouchers accurately and in compliance with UCAR travel policy. Coordinates travel reimbursements from external agencies as appropriate.

  • Assists the CGD Director with the creation of dynamic and informative presentations, using PowerPoint and other software; makes presentations, notes, minutes and other information available on the web as appropriate.

  • Serves as liaison with upper-management in NCAR, UCAR, NSF and other outside partners.

Administrative support to CGD-wide functions involving Lab Director, Laboratory Administrator and other Directorate staff

  • Reviews correspondence produced for the CGD Director signature for grammar, spelling, formatting, and adherence to NCAR and UCAR procedures and guidelines. Returns incorrect documents for correction.

  • Organizes Directorate-level workshops and meetings hosted by CGD, including monitoring expenditures and all associated planning and implementation requirements. This includes the CGD Advisory Panel (CAP).

  • Prepares and coordinates agendas for other meetings as required by the CGD Director. Takes minutes at meetings as assigned by the CGD Director. Distributes agendas and notes to staff as needed and appropriate.

  • Coordinates the Appointments Review Group (ARG) process for CGD, including coordinating meetings for reviewers, collecting, reviewing and formatting materials for and from nominees, checking for adherence to the ARG policy, and entering the information into the ARG database.

  • Coordinates the NAR metrics process for CGD and serves as the NAR metrics point of contact for the Lab.

  • Working with the CGD Seminar Series coordinators, provides administrative support for the CGD Seminar Series.

General administrative support to the CGD Director’s Office

  • Helps develop and manage Directorate office procedures. Serves as senior assistant for CGD, developing and disseminating policies to the Facility Administrative Assistants as needed, and serving as a resource for implementation questions.

  • Oversees CGD Directorate central filing system.

  • Posts and updates CGD Directorate content for the web via Drupal content management system.

  • Provides administrative support for the UCAR and CGD awards.

  • Plans employee morale events for CGD.

What You Need:

Education and Years of Experience:

  • Associate degree in a relevant academic discipline or equivalent; and at least two years of relevant experience or an equivalent combination of education and experience.

Desired but not required:

  • Bachelor’s Degree in a relevant discipline.

Knowledge, Skills, and Abilities:

Duties are varying and require strong anticipatory and organizational skills, excellent judgment, attention to detail, strong decision-making capabilities in setting priorities, and exceptional multi-tasking ability. Excellent communication and interpersonal skills, ability to work in a team and on one’s own, advanced word processing skills, travel arrangement experience, presentation software experience, spreadsheet preparation, web, and editing capabilities are required.

  • Excellent written and oral communication skills.

  • Advanced skill in proofreading and editing.

  • Experience in and ability to exercise discretion in handling confidential information.

  • Demonstrated excellent organizational, time management, multi-tasking and priority-setting skills.

  • Experience in project management, especially as related to high-level and -profile meetings, including planning, coordinating and budgeting.

  • Advanced skills in Microsoft Office applications including Word, PowerPoint, and Excel, and in electronic calendar applications (e.g. Google calendar).

  • Advanced skill in working in a networked computing environment, including navigation, file transfer, e-mail, and web browsers.

  • Advanced knowledge of travel logistics, planning and procedures.

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

  • Ability to adapt to changing environment.

  • Skill in promoting positive working relationships, both individually and as part of a team, and experience working in a diverse and multicultural setting.

  • Ability to maintain a work schedule during normal working hours.

  • Excellent professional, courteous and tactful interpersonal skills, and strong customer service skills.

  • Skill in developing and administering office procedures.

  • Strong analytical skills. Ability to provide effective and efficient solutions to tasks at hand.

  • Demonstrated ability to work both independently and in the senior management team environment.

Desired but not required:

  • Experience in a scientific, technical, government or academic working environment.

  • Knowledge of SunGard’s Integrated Financial and Administrative Solution (IFAS) accounting system (also known as ONESolution).

  • Knowledge of IBM COGNOS.

Other Requirements:

  • Must possess a valid driver's license and be able to comply with UCAR's liability insurance requirements.

  • Must be (a) a U.S. citizen; (b) lawfully admitted for permanent residence in the United States; or (c) a protected individual as defined by 8 USC1324b(a)(3).

What’s in it for You:

  • Compensation

  • PTO

  • Paid Holidays

  • Tuition Reimbursement

  • Benefits (Medical, Dental, Vision)

  • Retirement Plan

  • And more!

EEO/AAP Statement:

The University Corporation for Atmospheric Research (UCAR) is an equal opportunity/equal access/affirmative action employer that strives to develop and maintain a diverse workforce. 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 the University Corporation for Atmospheric Research (UCAR). We are committed to inclusivity and promoting an equitable environment that values and respects the uniqueness of all members of our or

Job Location

Boulder, Colorado, United States

Position Type

Full-Time/Regular

Appointment Type

Regular, Full-Time (R1)