Administrative Assistant II
UCAR - Washington, DC

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PLEASE NOTE : This is a replacement, full-time one-year term position with possibility of extension. THIS POSITION IS LOCATED IN WASHINGTON, DC. Initial consideration will be given to applications received prior to 5:00 p.m. MDT on Tuesday, March 20, 2011. Thereafter, applications will be reviewed on an as-needed basis.

UCAR Community Programs (UCP)

Joint Office for Science Support (JOSS)

Relocation benefits not provided

BASIC JOB FUNCTION : Provides administrative support and serves as the receptionist for the USGCRP NCO. The incumbent interacts with individuals in government agencies, universities, international organizations and nongovernmental organizations.

The United States Global Change Research Program (USGCRP) coordinates and integrates research and solutions for climate and global change conducted by 13 federal agencies and departments, and is overseen by the Office of Science and Technology Policy (OSTP) of the Executive Office of the President. Via the U.S. Global Change Research Program National Coordination Office (USGCRP NCO), the University Corporation for Atmospheric Research Joint Office for Science Support provides administrative and logistical services to the 13 participating federal agencies/departments. The staff at the USGCRP NCO provide technical and logistical support to coordinate the day-to-day activities and operations of the USGCRP and otherwise support the Subcommittee on Global Change Research.

General Office Support .

Provides general reception and administrative support for the office and staff, including: answering phone calls and greeting visitors as they enter the office, independently handling requests for general program information or directing specific inquiries; photocopying requests by staff (making recommendations on outsourcing large jobs and managing that process); maintaining inventory of office supplies, coordinating purchasing and monitoring supply costs and budgets (in close coordination with NCO operations manager and JOSS staff); researching and making recommendations on maintenance or service contracts for office equipment as necessary or other subcontracts that may be needed for specific projects; managing deliveries, and screening and prioritizing incoming mail; managing large distributions (e.g., reports, newsletters, etc.); and tracks fixed assets and sensitive property and enters information into a database; acting in close coordination with the NCO operations manager. This position will also provide administrative support to the NCO Operations and IT Manager in the following capacities: Coordinates the maintenance of up-to-date contact information for programmatic stakeholders and various list-servs or other distribution lists to facilitate office communications; develops, organizes and maintains complex databases (e.g., stakeholder database), spreadsheets (e.g., purchases) or websites (e.g., GCRIO/Resource Library, NCO intranet) as needed; organizes and designs filing and other information tracking systems; maintains software and hardware inventories; makes recommendations on how to streamline other office procedures using current technologies. also may be required to direct temp agency administrative staff on an as-needed basis.

Scheduling and Travel .

Coordinates the demanding schedules of NCO senior management, maintaining shared calendars for the Director/Deputy Director as requested. Coordinates the scheduling of interagency meetings with senior federal agency officials and program staff, and anticipates follow-up activities on behalf of senior staff. Manages requests for shared office resources (e.g., conference rooms, laptops, etc.) and maintains their availability on the shared calendar system. May be asked to make domestic and foreign travel arrangements in close coordination with UCAR staff, ensuring compliance with UCAR and federal travel policies. Communicates travel policies and procedures to USGCRP NCO staff, providing guidance on the preparation of travel vouchers and/or other documents required for travel reimbursements.

Meeting and Event Planning .

Plans programmatic meetings, seminars, retreats and workshops—both large and small—as requested by senior staff. Coordinates the development, preparation and delivery of meeting materials for these events. Researches costs and monitors expenditures to ensure accurate disclosure and overall budget compliance. Collaborates with JOSS staff for planning services, purchasing and contracts as necessary. Attends events as necessary to provide real-time support.

GCRIO Administration .

Serves as the primary point of contact for all activities related to the Congressionally Mandated Global Change Research Information Office (GCRIO). Responsibilities include: maintaining the GCRIO/Resource Library website, including ensuring that content is up-to-date, new products are posted in a timely manner, inventory is updated and tracked as necessary and all orders are processed and fulfilled in a timely manner; distributing new reports or mailing and tracking all requests for reports or other materials already posted on the site; maintaining and tracking inventory of GCRIO materials and supplies, coordinating with the storage warehouse and courier service as necessary; organizing and maintaining adequate supplies of hard-copy reports and materials in the GCRIO office; monitoring mailing/shipping costs and budgets.

Maintains the office library of technical reports and other materials.

Special Projects .

Undertakes additional projects identified and assigned by NCO leadership and senior staff as needs arise or as skills/interests warrant.

Education and Experience:
High school diploma; and

two to four years of experience.

Knowledge, Skills and Abilities:
Excellent interpersonal (oral) and written communication skills, with an ability to act in a professional manner with diverse groups of people.

Working knowledge of office procedures.

Ability to prioritize tasks and successfully carry out multiple projects in a professional and timely manner.

Ability to interpret and apply relevant policies and procedures.

Ability to work both independently with minimal supervision as well as part of a team.

Demonstrated skills with websites or web-based software applications.

Skill in working with word-processing and spreadsheet applications (e.g., Microsoft Office) and demonstrated use of e-mail and internet-based research tools.

Knowledge of web page maintenance.

Ability to draft, edit, proofread and finalize correspondence and/or technical materials.

Demonstrated skills in planning and organizing meetings, workshops or other events.

Ability to work within a multicultural and diverse setting.

Ability to handle confidential/sensitive information in a manner consistent with UCAR policy, acting with integrity and exhibiting behavior that merits public trust and confidence. Employee remains bound, even after employment ends, not to disclose or disseminate any confidential information received or accessed while employed by UCAR. This obligation applies to both confidential information belonging to UCAR as well as confidential information received during employment at UCAR pertaining to any third party.

Ability to understand and apply basic accounting principles.

Ability to sit at a computer for extended periods of time.

Ability and willingness to travel, if required.

Ability to lift up to 40 pounds.

Required Skills

Required Experience

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NCAR and UCAR provide research, observing and computing facilities, and a variety of services for the atmospheric and Earth sciences...