Administrative Assistant to the Deans

Requisition Number: 58926

Location: Boulder, Colorado

Employment Type: Classified Staff

Schedule: Full-Time

Apply by: September 15th, 2024

Direct Link to Apply: https://jobs.colorado.edu/jobs/JobDetail/?jobId=58926 

Job Summary

The University Libraries encourages applications for an Administrative Assistant! This position provides administrative office support for the Dean, Senior Associate Dean, Associate Dean, and Assistant Deans in all facets of their duties. This includes helping to establish a team environment in the Administration office by working as a liaison for the Deans with staff of other offices within the Libraries, on campus, and within the community, providing reception desk coverage, and managing the fiscal and other resources associated of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including with management for a University Officer.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

Mission

We are a knowledge catalyst. We fuel inquiry, discovery, collaboration, creation, and the dissemination of knowledge. We welcome everyone, wherever they are on their educational journey.

Vision

An information-empowered world.

Values

Empower | Connect | Learn | Inspire

Our values define our interactions within the Libraries and radiate outwardly. This means that we develop a culture that compassionately and authentically embodies our values in all aspects of our work.

Diversity Statement

We affirm diversity and inclusive excellence to be vitally integral to the Libraries’ mission and vision. We strive to model this in recruitment and retention, building collections, and offering services and spaces to develop a receptive social, intellectual, and physical environment for all. Learn more about our dedication to diversity and inclusivity.

The University Libraries encourages applications from women, racial and ethnic minorities, individuals with disabilities, and veterans. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. As you review the qualifications, please think about how your qualifications are transferable if (at first) they do not seem directly related. Share how your skills translate in your cover letter. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications described.

What Your Key Responsibilities Will Be

Assistant to the Senior Associate/Associate/Assistant Deans and to the Acting Executive Assistant to the Dean

  • Provides direct support for the Associate/Assistant Deans of Libraries including management of Outlook calendars, appointments, travel, and project management.
  • Financial reconciliation and reporting for the Associate/Assistant Deans including travel, procurement, corporate cards, and reimbursements (using Concur).
  • Creates documents as requested.
  • Acts as a back-up for all functions of the Dean’s Executive Assistant when the Executive Assistant is out of the office for more than one day at a time.
  • Coordinates monthly Organizational Development & Inclusive Practice (ODIP) Chapter meetings.
  • Formats and uploads annual reports from each Guild, Community of Practice, etc. into SharePoint along with the Deans’ responses.

Conference Room Scheduler, Receptionist, and Back-up Event Assistant

  • Assists with coordination of Libraries’ events, social functions, and professional development for faculty and staff of the Libraries throughout the year.
  • Supervises the attendance at internal and public virtual events, budget, and department requests and reports this information to the Executive Leadership Committee on a regular basis.
  • Serves as the central point to approve conference room reservation requests for Norlin conference rooms booking using Outlook.
  • Keeps list of conference room features up to date on SharePoint.
  • Greets and advises visitors at the receptionist desk as scheduled.
  • Handles wide variety of queries from a variety of constituents and directs to appropriate locations and resources using a detailed knowledge of the building and organization.

Donor Engagement

  • Serves as the primary point of contact for gift in kind donations and ensures they receive timely updates and acknowledgments about their contributions.
  • Supports internal and external communication about new gifts such as news stories or newsletters.

Office Management

  • Create efficient office workflows procedures, and operations
  • Monitors office supplies ordering new stationary appliances and electronic parts, swag items, business cards, and name tags as needed.
  • Assist in management of admin Sharepoint to be used by libraries staff and faculty

Professional Development and Other Duties

  • Professional development includes continuing education, participation in professional organizations, enrollment in training programs, research, etc., related to new responsibilities or future career goals.
  • Miscellaneous, unexpected tasks frequently arise in the office. This position will need to determine how to handle such events.

What You Should Know

  • Regular schedule is between 8:00am-5:00pm Monday through Friday. Schedule may adjust based on event support needs, including occasional evenings or weekends.

What We Can Offer

  • The salary range for this position is $39,060 - $42,972.
  • If you have prior state-classified experience in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be authentic. Be game-changing. Be Boulder.

What We Require

  • Must be a Colorado Resident.
  • Two years of experience in an occupational field related to the work assigned to the position. Appropriate education will substitute for the required experience on a year-for-year basis.

What You Will Need

  • Eager Learner: Open to learning new skills and processes, and enthusiastic about professional development.
  • Problem-Solving: Use your active problem-solving skills to address and resolve challenges, ensuring a seamless experience for all involved.
  • Team Collaboration: Fostering a positive team environment and establishing relationships with colleagues and community members.
  • Effective Communicator: Skilled in engaging with people from various backgrounds and ensuring clear, friendly verbal and written communication.
  • Organized and Proactive: Able to manage multiple tasks with a proactive demeanor, chipping in to a dynamic and supportive office atmosphere.
  • Inclusion: Ability to advocate for a culture of diversity, inclusion, and respect.

What We Would Like You to Have

  • One or more years of executive administrative support experience.
  • Experience with purchasing and procurement platform(s), policies, and procedures, such as Concur.
  • Experience booking and reimbursing travel.
  • Experience providing customer service.

Special Instructions

To apply, please submit the following materials:

  1. A current resume that includes date ranges for each position held and whether the position was full-time or part-time.
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
  3. DD-214 for veteran applicants.
    • Qualified veterans are eligible for veteran’s preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to recruiting@colorado.edu and reference the job to which you are applying
  4. If using the educational substitution for experience: proof of degree or transcripts.

We may request references at a later time.

Please apply by September 15th, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Select here for additional information regarding Classified Staff positions: www.cu.edu/cu-careers/special-instructions-classified-staff-applicants

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu