Roseanne Scheske scheske at unavco.org
Wed Dec 5 12:39:43 MST 2012

Administrative Assistant II

Tracking Code


Job Description

The Administrative Assistant II provides high-level administrative support to assigned business unit, director(s) and UNAVCO team members. The Administrative Assistant II may act as the company’s Receptionist or provide back-up coverage for this responsibility. The Administrative Assistant II demonstrates professional behavior and respects confidentiality.


Working Relationships


•   Takes direction from assigned business unit function team members.

•   Collaborates and cooperates with all UNAVCO team members to ensure effective and cohesive administrative services are provided.

•   Collaborates and cooperates with all UNAVCO team members to ensure the facility and all related activities are properly coordinated and completed.


•   Works with external vendors and community members to arrange services, procure supplies and coordinate meetings and events.


Essential Job Functions


•   Provide clerical and administrative to the assigned business unit and UNAVCO team members as requested.

•   Compose, distribute and manage routine and complex written correspondence.

•   Prepare and maintain standard and ad hoc records, reports, and queries.

•   Utilize various web-based applications for procurement, travel, expense processing, information technology, etc. Process assigned tasks as required.

•   Organize and maintain electronic and paper reports and files and assist with archiving projects.

•   Maintain office equipment and order office supplies for the assigned business unity and UNAVCO common areas.

•   Maintain work area and common areas in a clean and neat manner.

•   Document assigned workflow and work procedures and conduct appropriate audits to ensure data integrity and operational efficiency.

•   Update and maintain administrative forms.

•   Cross-train with other team members to provide coverage for PTO and peak demands.



•   Ensures that all visitors are signed in and hosted in a professional and secure manner.

•   Handles a moderate volume of telephone calls.

•   Interfaces with employees, community members, vendors and others.


Team Support

•   Support UNAVCO team in a variety of ways, including preparation of documents, coordinating meetings and events, tracking attendance, and follow-up on timelines and deliverables, etc.

•   Support travel with arrangements, expense reporting and other needs.

•   Attend meetings and prepare meeting minutes and action items.

•   Participate on cross-functional teams.


Other Duties

•   Other duties as assigned.


Note: To perform this position successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed above are representative of knowledge, skill, and/or ability required and are not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with this position.


Required Skills

Skills And Knowledge


Employment, Payroll and Benefits

•   Act as a point of contact for all employees.

•   Prepare, enter and verify employee transactions for processing, including new hire, termination, benefits enrollment, leave of absence, etc. Conduct routine audits and run standard reports.

•   Plan and coordinate employee luncheons and other communication and recognition forums, including monthly employee luncheon that follows the President’s Colloquia.

•   Work with HR and hiring managers and other UNAVCO teams to effectively onboard and exit employees.


Act as recruiting coordinator assisting HR and hiring manager with:


•   Position descriptions, postings, advertising and social media.

•   Resume review, setting up interviews, conducting references, and managing candidate communications.

•   Update and maintain information in ATS.


Learning and Development

•   Coordinate and schedules training including facilitators, participants and facility set-up.

•   Document participation, feedback, and examination/certification results.



•   Assist with filing reports of injury and monitoring employee status.

•   Coordinate and schedule training including facilitators, participants and facility set-up.

•   Document participation, feedback, and examination/certification results.


Required Experience

 UNAVCO Core Competencies

•   Accountability and Responsibility

•   Relationship Building

•   Skilled Problem Solver

•   Customer Focus

•   Strategic Thinking


Required Education and Work Experience

•   High school degree.

•   A minimum of 4 years of experience working as an administrative assistant with responsibility for coordinating meetings, travel and general office management.

•   Strong interpersonal skills to interface with visitors, board members, community members, vendors and the UNAVCO team.

•   Strong organizational skills and the ability to manage multiple priorities.

•   Strong orientations to collaboration and teamwork.

Job Location

Boulder, Colorado, United States

Position Type



31,200.00 - 43,680.00 USD

CANDIDATES MUST APPLY AT:  www.unavco.org/careers

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