Administrative Assistant II

Visa Sponsored Job:

No

Relocation Assistance Eligible:

No

Job Location:

Boulder, Colorado

Position Type:

Full time, Regular

Compensation Range:

Hiring Salary Range: $46,675 - $55,120

• Final salary is based on education, experience, and skills relevant to the role.*

Job Description Summary

The candidate will join a collaborative team of administrative and IT professionals in an environment that values teamwork, psychological safety, innovation, and professional growth. The Administrative Assistant II position performs administrative duties for the NCAR Research IT (NRIT) team under the guidance of the Assistant Director of Research IT. Primary activities include routine purchasing, assisting in tracking corporate property, generating reports, graphs, and written materials, meeting and event support, organizing and managing travel for our staff, and a variety of other responsibilities that help support NSF NCAR Research IT (NRIT). As a member of the administrative support team, this position will closely partner with other administrative staff in NRIT for guidance on organizational policies and direction.

Job Description

Application Deadline: This position will be posted until 11:59:59 pm MDT on Wednesday, July 15, 2026.

Required application materials: (preferably uploaded as a PDF)

• Resume
• Cover Letter - Please address how your skills and experience meet the needs of this position (for more information, please refer to the Key Responsibilities and Knowledge, Skills, and Abilities sections of this job posting).
• Questionnaire - embedded in the application

Background Checks: Conducted for candidates selected for hire. Learn more.

Work Location: This position is expected to work a hybrid schedule with a minimum of 3 business days/week spent at the Foothills Lab in Boulder, CO. Regardless of flexible work arrangements, UCAR requires ALL positions to beperformed within the U.S., excluding U.S. Territories.

What You Will Do

Here is a brief summary of what one would expect to be generally responsible for in this role.

Support of Purchasing and Contracts

• Serves as the NRIT expert and point of contact on all matters relating to purchasing and contracts.
• Maintains and manages purchasing card transactions
• Liaises with other administrative staff to ensure proper paperwork is submitted with sufficient backup documentation
• Tracks purchases and communicates with requestor as to status
• Tracks payments on invoices
• Maintains records and basic online database accessible by all administrative staff

Laboratory Property Administration: Works with NRIT staff to ensure compliance with UCAR standards for fixed assets and sensitive property. This includes:

• Tagging and tracking all Fixed Asset acquisitions (FA) in coordination with the Property Office, and identifying, tagging, tracking and reporting on all non-fixed assets
• Documents and tracks property loans and checkout sheets, both internal to other NCAR labs or external to other organizations or employees’ residence
• Attends DPA meetings as required
• Assists NRIT staff with (semi) annual inventory for selected user equipment, (semi) annual capital equipment inventory w/ NRIT group, disposal (record serial numbers from equipment designated by NRIT as excess and arrange for disposal), and tagging of equipment upon receipt
• Coordinates with NRIT leads for the purchase of capital equipment, and maintains schedule for annual software and license renewals
• Maintains NRIT “database” for property including: (1) Record new equipment; (2) Track purchasing information for systems and entering software records/linking them to systems. (3) Conduct inventory of equipment for excess, proper disposal, and status update in the database. (4) Add equipment information to the UCAR Property Office Fixed Asset Database. (5) Manages employee equipment loans through signed records and retrieves equipment from departing employees.

General Administrative support

• Assists with making arrangements for warranty work and repairs
• Provides basic web page updates
• Responsible for making, tracking, and reconciling routine purchases on a company credit card and purchase orders. Develops an understanding of relevant purchasing policies and procedures and seeks guidance when requests are unfamiliar or complex.
• Stocks office supplies and ensure meeting rooms and common spaces are in order and ready for staff use.

Travel

• Responsible for overall travel function, including international and domestic arrangements.
• Works with travelers to ensure completion of requirement documentation, e.g., authorizations, vouchers, visas.
• Calculates per diem rates, and foreign currency.
• Ensures travel regulations are followed.

Who We'd Love To Join Our Team

Successful candidates will ensure their application materials speak to the following criteria:

Education and Experience (Required):

• High school diploma or equivalent, and a minimum of two years relevant experience;…