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Administrative Assistant to the Deans

Requisition Number:

41602

Location:

Boulder, Colorado

Employment Type:

Classified Staff

Schedule:

Full-Time

Posting Close Date:

21-Aug-2022

Date Posted:

04-Aug-2022

Job Summary

The University Libraries encourages applications for an Administrative Assistant to provide administrative office support for Dean, Senior Associate Dean, Associate Dean, and Assistant Dean in all facets of their duties! This includes helping to build 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 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: 
  • Include
  • 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. (https://www.colorado.edu/libraries/about/commitment-diversity-and-inclusive-excellence)

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 Admin Chapter meetings.
  • Formats and uploads annual reports from each Guild, Community of Practice, etc. into SharePoint along with the Deans’ responses.
Back up Event Assistant, Conference Room Scheduler, and Receptionist:
  • Assists with coordination of Libraries’ events, social functions, and professional development for faculty and staff of the Libraries throughout the year.
  • Supervises attendance at internal and public virtual events, budget, and department requests and reports this information to the Executive Committee on a regular basis.
  • Serves as the central point to approve conference room reservation requests for Norlin conference room booking using Outlook.
  • Keeps list of conference room features up to date on SharePoint.
  • Greets and directs visitors at the receptionist desk as scheduled.
  • Handles wide variety of queries from a variety of constituents and directs to appropriate location 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.
Volunteer Coordinator:
  • Manages the University Libraries volunteer program and coordinates the volunteer engagement model which includes: creating, implementing, and assessing methods for identifying potential volunteers, evaluating their skills and abilities; interviewing, onboarding, orienting, training, scheduling, team building, resource provision, and supervision.
  • Establishes new processes and documentation to inventory and align volunteer needs of various departments across library divisions. This includes assessing volunteer skill levels to match responsibilities and work requirements.
  • Recruits volunteers through participation in public community events, presentations, and postings.
Grant Proposal Coordinator:
  • Coordinates and supervises workflow of grant proposals by fielding and directing questions to respective people/departments and checking paperwork to ensure compliance with grant proposal guidelines and requirements.

What You Should Know

  • This position is fully in-person.
  • All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement. 
    • New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment

What We Can Offer

The salary range for this position is $36,200 - 39,000 annually.

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

  • 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

  • Ability to prioritize and complete a variety of tasks and projects.
  • Ability to work independently as well as collaboratively with a team.
  • Attention to detail and organizational skills.
  • Provide exceptional customer service.
  • Experience working with Microsoft Office Suite.
  • Phenomenal verbal and written communication skills, including communications with internal and external partners.
  • Excellent interpersonal skills and ability to manage relationships with large and diverse groups of partners.
  • Ability to cultivate and advocate for an environment of diversity, inclusion, and respect.

What We Would Like You To Have

  • 1+ years of experience working in higher education.
  • 1+ 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 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 or send via fax at 303-492-4693 and reference the job to which you are applying. If using the educational substitution for experience: proof of degree or transcripts. 
We may request references at a later time.

Please apply by August 21, 2022 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply 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 Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu