University Corporation for Atmospheric Research Administrative Assistant III in College Park, Maryland

Administrative Assistant III

Tracking Code

18150

Job Description

Job Title: Administrative Assistant III

Location: NOAA Center for Weather and Climate Prediction (NCWCP); College Park, Maryland

Type:Full-time, Non-Exempt

This position will be posted until Monday, May 21, 2018 or until a sufficient number of applications have been received. Thereafter, applications will be reviewed on an as-needed basis.

Relocation:

Only local candidates will be considered for this position. 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.

Note: This position is subject to work location requirements for obtaining access to facilities and research systems. These requirements may include a combination of national security checks, credit checks, fingerprinting, or other security clearance requirements.

About the Organization:

The Cooperative Programs for the Advancement of Earth System Science (CPAESS) develops customizable solutions to complex scientific challenges by fostering scientific leadership and workforce, building community collaborations, and facilitating the advancement of research for the benefit of society. CPAESS facilitates and manages scientific research and research-to-operations appointments for early career and expert scientists at US institutions, federal laboratories and program offices. CPAESS collaborates with the community to provide an array of scientific opportunities that promote lifelong professional and workforce development and that fosters a new generation of leaders within the scientific community.

Job Overview:

Provide comprehensive program and administrative support to the front office of the Joint Center for Satellite Data Assimilation (JCSDA) in the NOAA Center for Weather and Climate Prediction (NCWCP) in College Park, MD. Draws upon advanced administrative skills in coordination and accomplishment of a broad range of administrative support tasks. Duties are variable and often changing, requiring strong organizational skills, judgment and decision-making abilities in setting priorities. This support may include duties ranging from routine office tasks to tasks requiring the use of independent judgment within established guidelines, practices, and procedures. Must be able to handle confidential information and situations of a critical nature with utmost discretion.

Responsibilities:

General Administrative Support:

  • Provides administrative support to the Director, Chief Administrative Officer (CAO), Executive Officer (ExO), and Core JCSDA staff in the NCWCP.

  • In partnership with NOAA, assists with the set-up of new hires at the College Park, MD duty station - assign cubicles, arrange for IT set-ups, and support super computer access as needed.

  • Assists / manages new/renewal badging process for core staff members, including foreign nationals, and visiting scientists.

  • Record meeting minutes as requested.

  • Schedule routine meetings with the Joint Center's partners.

  • Coordination and management of the center-wide documents, such as the Annual Operating Plan (AOP) and Memoranda of Agreement/Understanding (MOA/U) documents between the partner agencies.

  • Participate in center-wide and partner meetings.

  • Track Actions using the JCSDA Action Tracker

  • Establish / implement center-wide action procedures

  • Perform general administrative duties as required.

  • Review/manage/monitor responses of actions assigned to the Executive Team (ET) and Management Oversight Board (MOB) members to completion.

  • Tracks the execution of senior level and partner actions from routine meeting schedule.

  • Manage and ensure compliance with UCAR records management process and repositories for JCSDA publications and documentations

Meeting and Event Support:

  • Assists with the planning and execution of JCSDA workshops, colloquia, seminars, conferences and workshops in coordination with JCSDA Boulder administration and JCSDA leadership.

  • Manages JCSDA consolidated calendar and tracks events, meetings, and deadlines.

  • Assists with logistics of all calendar events happening at the NCWCP to include arranging meeting rooms, being the go-between for AV/IT personnel, and/or providing supplies as requested.

  • Provides on-site support for meetings/workshops.

  • Re-establish, manage, and expand JCSDA monthly seminar series in support of ET.

Communications:

  • In coordination with JCSDA leadership and JCSDA Boulder administration, establish and implement JCSDA-wide communications plan.

  • Update / manage content for the JCSDA website

  • Expand opportunities for JCSDA communications activities (i.e. Open House)

  • Support expansion of publication opportunities for JCSDA articles, presentations, and posters, etc.

Other:

  • Leads special projects as assigned.

  • Proactively communicates with staff regarding announcements, requests, deadlines and general updates.

  • Supports metrics gathering, statistics development and trend analysis as assigned.

  • Manages shared complex hard copy and electronic filing systems.

  • Maintains standard templates, records and best practices to ensure consistent practices and records.

  • Maintains documented desk procedures with examples for all activities.

  • Performs backup functions for CPAESS staff as needed to include JCSDA travel.

Qualifications:

  • High School graduate and at least four years of experience; or, equivalent combination of education and experience.

  • Extensive knowledge of NOAA business culture, procedures, and practices, and working knowledge of same for non-NOAA JCSDA partners (USAF, NRL, and NASA/GMAO).

  • A working (non-scientist) knowledge and appreciation of environmental satellites, systems, modeling, and data assimilation (DA), and understanding of the JCSDA mission.

  • Advanced knowledge of travel logistics, planning, and procedures

  • Advanced ability to coordinate meetings, seminars, and workshops including budget preparations, and presentation materials.

  • Advanced skill in word-processing, drafting and editing technical, administrative or complex documents, including graphics and formatting tables.

  • Advanced skill in using computer equipment; proficiency in working in a networked computing environment; excellent ability to learn new skills.

  • Excellent oral and written communications skills.

  • Ability to organize information and manage time.

  • Demonstrated ability to show initiative and take the lead in developing and sharing efficient and effective administrative support process improvements.

  • Skill in prioritizing workload, working independently and taking the initiative when working on projects within range of responsibility.

  • Ability to appropriately identify and apply policies and procedures.

  • Ability to pay strict attention to detail.

  • Sensitivity and discretion in handling confidential documents.

  • Ability to adapt to a changing work environment.

  • Professional and collegial attitude in light of stressful timelines and complex situations.

  • Advanced skills in general office procedures and administrative support.

  • Ability to interact effectively with a diverse workforce

  • Ability to multi-task and work under pressure with tight deadlines.

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 organization.

Job Location

College Park, Maryland, United States

Position Type

Full-Time/Regular

Appointment Type

Regular, Full-Time (R1)