Administrator I

Overview

Job Description Summary

Location: Boulder, CO - The current UCAR work model is hybrid (remote/in-person). This position has the option of an ongoing hybrid schedule.

Application Deadline: This position will be open until filled with priority given to candidates applying by Friday, May 27, 2022.

Position Term: Regular, Full time, exempt

Relocation: Relocation assistance is available for this position.

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

Salary:
Hiring Range: $56,252 - $70,315
Full Salary Range: $56,252 - $91,409

Benefits: UCAR's rich package of employee benefits includes medical, dental, vision, education assistance, retirement, and life insurance. UCAR offers a variety of programs designed to assist with work-life balance including flexible work alternatives, paid time off and 14 weeks of paid parental leave. To learn more about our benefits, click here: https://www.ucar.edu/opportunities/careers/benefits

Vaccination Requirement: All employees hired by UCAR must comply with UCAR’s Covid-19 Vaccination Policy and safety protocols.

What You Will Do:

UCAR Community Programs (UCP) administration provides a strong foundation of essential business and operational support to a wide range of highly successful, impactful, and community-driven programs -- from training weather forecasters, firefighters, and emergency managers; to supporting a constellation of atmosphere-observing satellites; developing internship programs and educational resources; providing real-time data and software analysis tools; improving and accelerating use of research and operational Earth system satellite data; and managing projects and staffing for scientific programs across the country and around the world.

As a member of the Business Shared Services (BSS) team, this position supports and performs a variety of functions and business activities including budgeting, expense monitoring and reconciliation, financial reporting, proposal development, general human resource activities, procurement and contracts for UCP Centers and Programs.

You will be working with the Earth Observation Data Services center that supports JCSDA, COSMIC, and Unidata programs.  You will be primarily responsible for assisting the Joint Center for Satellite Data Assimilation (JCSDA) with their administrative needs. 

Responsibilities:

HR Support and General Administration 

• Support general human resource activity by working with JCSDA and EODS BSS, which may include hiring, coordination of onboarding and offboarding, promotions and reclassification, badge status of employees for NOAA facilities, visa status, supervisor training status. 

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

• Leads general office, administration, and space management.

• Contributes to the ongoing development and refinement of standardized best practices for BSS

• Member of one or more BSS Working Groups/Teams

• Provides meeting planning support and logistics

• Conducts and participates in BSS meetings and trainings

Budget preparation, maintenance and cost control

• Under supervisor guidance, develops budgets and monitors and reconciles financial accounts for assigned projects and contracts.

• Under supervisor guidance, monitors and analyzes financial transactions and reports, identifies discrepancies and researches solutions. Prepares financial adjustments including journal entries and budget transfers. Brings issues and unresolved discrepancies to the attention of the supervisor.

Procurement –general procurement and subcontract/subaward monitoring

• Executes purchasing: P-card and purchase orders

• Manages and tracks sensitive property and fixed assets as the property administrator (DPA)

• Establishes subcontract/subawards < $50k and larger subawards/subcontracts under supervisor guidance. Tracks invoice payments and subaward/subcontract activity, monitors payments against budgets and maintains a budget database. Working with Program/Center Director and Executive Officer, interacts with subcontractors/subawardees to maintain and closeout subawards/subcontracts. Works with the Contracts office to allocate or deobligate funds to subcontracts/subawards as requested.

Proposal preparation and submission  

• Works with Principal Investigator (PI) to establish budget needs and develops project budget with guidance from supervisor

• Manages proposal submission process: creates and gathers proposal documents, enters information into applicable systems (internal and sponsor) ensures compliance with sponsor requirements, ensure compliance with internal and external deadlines

What You Will Need:

Education And Years of Experience

• Bachelor’s degree in a relevant academic discipline;

• At least two years of relevant administrative experience, preferably in a research institute, university, or federal agency; or an equivalent combination of education and experience;

• Experience that qualifies the individual to perform the duties as described

Knowledge/Skills/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 appropriately identify, apply and effectively communicate relevant policies and procedures within multicultural settings

• Consistent attention to detail and accuracy

• Sensitivity and discretion in handling confidential information

• Advanced knowledge of Microsoft Office applications and Google Suite products

• Ability to organize and prioritize a wide variety of tasks

• Knowledge of grant and contract proposal preparation and submission processes

• Skill in budget development, management, forecasting and analysis

• General knowledge and understanding of accounting principles related to budgets and indirect costs

• Knowledge of basic human resources administration.

• Experience with purchase orders

Desired, but not required:

• Specialized knowledge of and experience working within a Federally Funded Research & Development Center (FFRDC) or within a university setting.

• Experience with pre and post award management

• Advanced skill in drafting and editing technical, administrative or complex documents, including graphics and tables

Applicant Notes:

• A cover letter is required with the application.

• An Inclusion Statement will be required for all applicants who are selected for interviews for this position. This statement should address past efforts, as well as future vision and plans to advocate for and advance diversity, equity, and inclusion in the organization and/or field of work.

• Please note that while the position description details both minimum requirements as well as desired skills and experience, we want to remind applicants that you do not need to have all the desired skills and experience to be considered for this role. If you have the passion for the work along with experience in a related field, you are encouraged to apply. We can provide on-the-job training for the rest.

• For more information about our commitment to diversity, equity, and inclusion, here is the link to the Office of Diversity, Equity & Inclusion Strategic Plan and to the ODEI landing page.

• This is a risk-based position. As such, pre-employment screenings and background checks are conducted in conjunction with an offer for employment into risk-based positions. This screening may involve verifying or reviewing any of the following relevant information: restricted parties screening, employment verification, education verification, reference checks, verification of professional licenses, certifications, and Motor Vehicle Records. Risk-based positions require pre-employment screening, a criminal background check, and Sex Offender Registry screening (for positions working with vulnerable populations). UCAR complies with the Fair Credit Reporting Act (FCRA).

The Joint Center for Satellite Data Assimilation

The JCSDA is a multi-agency research center, hosted by the University Corporation for Atmospheric Research (UCAR) and UCAR Community Programs (UCP), committed to improving and accelerating the quantitative use of research and operational satellite data in weather, ocean, climate and environmental analysis and prediction systems. The interagency partnership assimilates many types of data from conventional and satellite sources by creating integrated modeling systems. The JCSDA transitions this research to operational and university communities through a robust data infrastructure and open-source software.