BSS Administrative Assistant II

Position Type:

Visa Sponsored Job:

Relocation Assistance Eligible:

Hiring Range:

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

Application Closes at 12:00am MST on:

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.

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 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.

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.