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Administrative Assistant, Outdoor Services

Requisition Number:

17381

Location:

Boulder, Colorado

Employment Type:

Classified Staff

Schedule:

Full-Time

Posting Close Date:

29-Apr-2019

Job Summary

The Outdoor Services Department at the University of Colorado Boulder is inviting applications for an Administrative Assistant for Outdoor Services! This position exists to support the completion of programmatic activities and communications for the manager, supervisors, and staff in the Outdoor Services Department of Facilities Operations. The Administrative Assistant facilitates the timely completion of tasks, assignments, requests for services, purchasing, data gathering, and internal and external communications. The incumbent will provide work management, safety policy and/or practice and staff recruitment support to the department. Duties also include contacting CUUF Committee Chair to report individuals or entities that have violated the campus Posting and Chalking policies and to report graffiti on campus to CopLogic. The Administrative Assistant provides professional administrative support in the areas of communications, office management, general staff support, data management, and design and assists with financial administration/budget review. The incumbent is expected to be able to maintain discretion due to access to confidential personnel, financial, and other related information, and is also responsible for carrying out established procedures while simultaneously suggesting ways to improve the program and resolve problems.

Who We Are

The Outdoor Services Department of Facilities Operations helps create and maintain a physical environment for campus through high-quality, competitive services that have earned us recognition as a national leader in the stewardship of physical facilities.

What Your Key Responsibilities Will Be

Departmental Planning, Scheduling and Work Management
  • Review incoming service requests on a daily basis and directly dispatch high priority work. Ensure work orders are closed (with comments noted) when work is complete and material charges have cleared the work management system. 
  • Inform Manager of each assignment and issue and how each was resolved. Follow up with individuals who made the request to be sure resolution was complete and acceptable.
  • Provide FAMIS support to OS Manager and supervisors and monitor maintenance project labor, materials and total charge status. Prepare quarterly Project Cost Summaries for management review.
  • Coordinate with other Facilities Management work units as needed to arrange for Outdoor Services support. 
  • Support the campus snow removal effort by dispatching information from Operations Control Center about slippery roads, walks, etc. to the appropriate supervisor. Maintain records of product use for proper billing to customers and for proper payment to the City of Boulder. 
  • Schedule preventative maintenance for vehicle and equipment services with the Outdoor Services mechanic and maintain records of work performed on OS equipment. 
  • Support the student employee staff by posting job advertisements, scheduling new hires to meet with Human Resources to complete necessary paperwork, assign and maintain records for student lockers at GROC, maintain an inventory and distribute work wear, collect receipts and submit boot reimbursement form. Collect and accurately enter into FAMIS hours worked for student employees. 
  • Perform Monthly SPCC Inspections and maintain records of inspections. Inform OS Manager of any issues identified during inspections that need attention.
  • Collect unleaded and diesel fuel use logs at the end of each month and submit them to Facilities Management Accounting so billing of Auxiliary departments can be accomplished in a timely manner.
  • Assist OS Manager and Supervisors with creating and monitoring service agreements for campus auxiliaries.
  • Responsible for maintaining and updating the OS Master Roster spreadsheet.
Internal/External Customer Service and Communication Support
  • Manage the efficient operation for the Outdoor Service administrative office. 
  • Organize and implement the completion of office procedures and operations. 
  • Coordinate with other Facilities Management work units as needed to arrange for Outdoor Services support.  
  • Interface with, and interact effectively with, internal and external customers. Issue communications to the division, department, off campus entities, vendors and University community on behalf of the OS Manager and/or supervisors, including assisting with preparing meeting agenda’s and meeting minutes (i.e. Campus Snow Removal Committee, Tree Campus USA Committee). Intercept and direct incoming requests for information, complaints and other inquiries directed to Outdoor Services. 
  • Assist with the development, monitoring and reporting of the departmental annual business plan.
  • Work closely with OS Manager and supervisors to analyze problems or issues and make recommendations for process improvement for services and communication with internal and external customers.
  • Monitor changes in University policies or procedures affecting departmental personnel and identify potential policy and procedure implications. Assist with interpretation of departmental, University and State policies and procedures.
  • At the request of the OS Manager, facilitate and coordinate programmatic initiatives and special projects for the Outdoor Services Department of Facilities Operations.
  • Perform other duties as business needs dictate.
  • Maintain office equipment and supplies. Communicate and coordinate maintenance for office equipment with departmental personnel and service areas. When internal and external customers contact this office to schedule appointments with the manager and unit supervisors, this position will assist with determining the appropriate attendees to address and resolve issues, time-frames and locations. 
  • This position performs these duties with independent judgment and minimal supervision. 
Executive Assistant for Leadership
  • Assist OS Manager and supervisors with all departmental purchasing and procurement needs, including departmental work wear, parking permits for in-house work, etc., as needed through FAMIS, Marketplace or with the use of the P-Card.
  • Monitor TNAT's and available funding and submit necessary forms to support all conference and or training needs of OS staff, to include coordinating lodging and travel arrangements and compiling participant conference materials. Maintain a master training spreadsheet for OS staff.
  • Track and reports on departmental metrics such as recognition budget expenditures, paper usage, chemical usage, fuel usage (and billing), ice abatement product usage. 
  • Provide administrative support to OS Manager and supervisors for employee recruitment and hiring searches, including, but not limited to, managing document flow through the OS Signature Folder on Cotterpin, monitor the recruitment budget, organizing search committee meetings and materials, processing position descriptions, advertising positions, assisting in committee processes, including compiling candidate ratings, arranging for candidate interviews and corresponding with applicants on their status.
  • Provide administrative support to OS Manager and supervisors during the annual employee performance review process, including but not limited to, coordinating meeting times to conduct reviews, prepare copies of review for employee and HR and prepare templates for the next review cycle.
  • Primary contact for Target Solutions and trainings assigned to all FTE’s and students. Register employees in the system and assign all trainings. Responsible for collecting all Defensive Driving certificates and driver’s license information for all drivers and relaying these records to Transportation.
  • Assist with any training related questions and guide staff through any support that they need to complete them.
  • Schedule and maintain attendance records for the mandatory annual Discrimination and Harassment training for all Outdoor Services staff and students to keep the department compliant with University expectations.
  • Maintain the equipment maintenance spreadsheet and the snow removal equipment checklist. 
  • Responsible for contacting CUUF Committee Chair to report individuals or entities that have violated the campus Posting and Chalking policies and to report graffiti on campus to CopLogic.
  • Attend weekly SAFE meetings for event approvals as one of the Facilities Management representatives. Assist in approving events campus-wide by signing off on Event Management Forms (as appropriate) after attending the SAFE meeting or having an on-site meeting. Track time for event approvals separately from other duties.  
Departmental Safety Program
  • Maintain documentation for the completion of new full-time and student employee orientation. 
  • Maintain records related to the purchase of safety shoes and attendance at safety meetings or presentations. 
  • Monitor and maintain adequate inventory of first aid supplies.
  • Schedule, create agenda’s and research topical information as requested by the committee and participate in monthly safety meetings with a representative from each work unit in Outdoor Services.  
  • Ensure current Material Safety Datasheets (MSDS) are maintained for all products stored at the Grounds’ building or used by Outdoor Services on campus properties. 

What We Can Offer

The anticipated starting salary for this position is $42,336.00.

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 Collaborative. Be Impactful. Be Boulder.

What We Require

  • Three 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

  • Ability to clearly communicate ideas and information to various level of audiences.
  • Ability to problem solve.
  • Ability to maintain the confidentiality of sensitive and confidential information.
  • Ability to maintain accuracy and attention to detail when completing multiple assignments.
  • Ability to identify, analyze and evaluate situations or problems to determine and implement appropriate courses of action.

What We Would Like You To Have

  • Proficiency in Excel.
  • Experience using FAMIS Software.
  • Accounting/Budgeting/Scheduling experience.
  • Event support experience.
  • Landscape construction and/or maintenance experience. 

Special Instructions

To apply, please submit the following materials: 
  1. A current resume. Must include date ranges and whether full-time or part-time work. 
  2. A cover letter that specifically addresses the job requirements and outlines qualifications. 
  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 HRESmail@colorado.edu or send via fax at 303-492-4693 and reference the job to which you are applying.
  4. If using the educational substitution for experience: proof of degree or transcripts. 
You will not be asked to upload references at this time.

Please apply by April 29, 2019, 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

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

The University of Colorado is an Equal Opportunity/Affirmative Action employer