BSS Administrative Assistant II

University Corporation for Atmospheric Research; United States; Hybrid; USD 47,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental

Retirement plan

Leave plans

Tuition assistance

Employee assistance programs

Job summary

University Corporation for Atmospheric Research invites applications for an Administrative Assistant II to provide administrative and operational support across research and sponsored programs, including purchasing, meeting planning, logistics, and travel.

This role offers a hybrid 3-days-on-site arrangement in the U.S., opportunities to work with diverse programs, and a chance to contribute to the broader dissemination of UCAR and NCAR science.

Qualifications

• High school diploma or equivalent; and a minimum of two years relevant experience; or a combination of education and experience.
• Advanced written, verbal, and interpersonal communication skills for multicultural settings.
• Strong time management, organization, and prioritization abilities under pressure.
• Ability to work independently and as part of a team across multiple programs.
• Proficiency with Microsoft Office and Google Workspace.

Responsibilities

• Assist Program Directors with calendar maintenance and meeting scheduling, and prepare materials for meetings and projects.
• Maintain copiers, printers, supplies, and ensure equipment is in working order.
• Coordinate office moves and arrange functional workspaces and delivery/installation.
• Coordinate conference room reservations and maintenance.
• Support purchasing, invoicing, stipends, and travel arrangements.

Skills

Calendar management

Travel coordination

Communication skills

Microsoft Office

Google Workspace

Education

High school diploma

Two years relevant experience

Tools

SAP Concur

JAGGAER

Job description

Position Type: Regular Visa Sponsored Job: No Relocation Assistance Eligible: No Hiring Range: 46,675.00 USD - 55,120.00 USD *Final salary and rates are based on education, experience, and skills relevant to the role.

Application Closes at 12:00am MST on: 2026-09-05.

About the Role

As a member of UCAR Community Program's (UCP) Business Shared Services (BSS) team, the Administrative Assistant II provides administrative and operational support across the full lifecycle of research and sponsored program activities. The successful candidate will work across UCP programs to support staff in bringing the science and research of UCAR and NCAR to a broader audience, with responsibilities spanning general administrative support, purchasing, meeting planning, logistics, and travel support. BSS is a collaborative, high-performing team of professionals who enjoy solving problems, improving how we work, and helping UCP programs succeed. This is an opportunity to work with a diverse group of colleagues, learn about the many facets of research administration, and play an important role in keeping projects and programs moving forward.

Job Description Responsibilities

General Administrative & Office Support

• Assist Program Directors with calendar maintenance and meeting scheduling, and prepare materials for meetings and projects.
• Maintain copiers and printers, keep supplies stocked, and ensure equipment is in working order.
• Assist with office moves, arranging functional workspaces by identifying furniture, computer, and accessory needs, and coordinating delivery and installation.
• Coordinate conference room reservations and maintenance.
• Support the administration of science education exhibits and related tasks.
• Perform other tasks and duties as assigned.

Purchasing & Financial Support

• Coordinate and conduct purchasing (including project materials, printing, publications, software licenses, and computer hardware) using a purchasing card and UCAR's procurement system.
• Review and reconcile purchase-related invoices for accuracy and completeness prior to submission to the supervisor or award administrator for review and approval.
• Coordinate, process, and track stipend/honoraria payments.

Meeting, Event & Travel Coordination

• Support event planning, including material preparation, procurement, catering, shipping, transportation, registration platform management, and onsite support (setup and breakdown).
• Coordinate travel arrangements and expenses for staff, visitors, and program participants.
• May assist or partner with a more senior team member on large or complex events.

Intern Program & BSS Team Support

• Support program interns with onboarding and orientation, move-in and move-out logistics and supplies, local transportation, and poster printing.
• Schedule and support intern program meetings, mentor meetings and check-ins, and training and learning opportunities.
• Actively participate as a member of one or more BSS teams, including contributing to the development and refinement of standardized best practices, and coordinating, supporting, and attending BSS meetings and training sessions.

Required Qualifications

Education

• High school diploma or equivalent; and a minimum of two years relevant experience; or a combination of education and experience.

Knowledge, Skills, and Abilities

• Advanced written, verbal, and interpersonal skills, including the ability to communicate policies and procedures effectively within multicultural settings.
• Strong time management, organization, and prioritization skills, with the ability to work effectively under pressure.
• Demonstrated ability to work both independently and effectively as a team member.
• Flexibility to work across UCP Programs, adapt to changing priorities, and thrive in a matrix management setting.
• High level of sensitivity and discretion in handling confidential information.
• Consistent attention to detail and accuracy.
• Knowledge of Microsoft Office applications and Google Workspace products (documents, spreadsheets, slides/presentations).

Preferred Qualifications

Preferred Knowledge, Skills, and Abilities

• Basic experience using virtual meeting platforms, including but not limited to Zoom, Google Meet, and Slido.
• Basic experience using SAP Concur and the JAGGAER procurement system.

Work Location Expectations

This position is open to candidates seeking in-person or hybrid (combination of 3 days in-person and 2 days of remote) opportunities. UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

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

Benefits Overview

• Health insurance
• Dental
• Retirement plan
• Leave plans
• Tuition assistance
• Employee assistance programs: Medical, Dental, Vision, and Short & Long Term Disability Insurance
• Generous retirement plan - UCAR contributes 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.

At NCAR - the National Center for Atmospheric Research - we study weather, water, climate, air quality, and space weather to help protect lives and livelihoods, grow the economy, and enhance our nation’s security and well-being. We collaborate with research partners to advance the science that makes predictions better and with end users to develop applications for forecasters, farmers, resource managers, retailers, the military, and many other stakeholders. UCAR - the University Corporation for Atmospheric Research - manages NCAR on behalf of the National Science Foundation. We are a nonprofit consortium of more than 115 colleges and universities with research and training programs in Earth system science. We bring together the academic community and provide the operational management that are both essential to NCAR’s success. UCAR’s community programs, from educational resources to data delivery and other services, extend the reach and impact of NCAR’s world‑class research to the community and society. We seek talented people with diverse backgrounds, training, and skills to join us in our mission of science in service to society.

Want to learn more? Visit ucar.edu.