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Administrative Assistant

Requisition Number:

33286

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

24-Oct-2021

Date Posted:

11-Oct-2021

Job Summary

Real Estate Services (RES) invites applications for an Administrative Assistant! Under moderate supervision, this position provides general administrative support for RES staff. The successful candidate will also assist with tenant customer service. This position will occasionally need to operate a University vehicle.

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

In many ways, the CU Boulder campus is a small city all its own. More than 7,000 students live here. Some 30,000 go to class every single day. Another 10,000 people work here. In the Vice Chancellor’s Office for Infrastructure and Sustainability, we help make sure that campus life surges forward every day as efficiently as possible. Take a glance around. Our work is visible in the spectacular campus architecture, the pristine lawns, the clean classrooms, the safe lab environments and more. We make sure the lights come on, and the buildings are heated. But we don’t just make sure things work. In everything, we do, we strive to do it in a way that improves the safety, sustainability, and resiliency of the CU Boulder community. Welcome. Be Boulder.

Real Estate Services (RES) is under the direct supervision of the Vice Chancellor of Infrastructure & Sustainability. RES follows University policies and procedures and provides oversight for state leases and other real estate contracts. This process includes statutory approval of all leases; coordination with the state’s contracted real estate brokers; and maintaining the inventory of University-owned and leased property. 

What Your Key Responsibilities Will Be

Administrative
  • Provide direct administrative support to RES staff
  • Coordinate/schedule meetings for Executive Director and RES staff as needed
  • Input work orders and follow up on issues until resolution
  • Maintain and update COI’s on a regular basis
  • Maintain thorough understanding of properties
  • Prepare and distribute agreements and files/abstracts/upload executed agreements into document management systems ProLease
  • Track, update and complete checklist, FAMIS, ProLease and all vital forms and files
  • Ensure all tenant contact information is accurate
  • Coordinate tenant move-ins and move-outs
  • Process all invoices/rent received
  • Create cash receipts for payments received according to CU cash management policies
  • Draft correspondence, mailings, and emails as needed
  • Maintain files for all agreements, project files and ensure completeness and accuracy of all paperwork and documentation
  • Maintain website
  • Assist with planning, scheduling, implementing, and evaluating Property Management related staff trainings and asset management performance
  • Ensure compliance level of management audit is maintained and prepare all files and records in preparation for the audit annually
  • Prepare tenant memos and correspondence as advised regarding building holidays, upcoming events, etc.
  • Provide general clerical assistance to office and assists with ad hoc projects
Customer Service
  • Act as an effective liaison with tenants and provides outstanding customer service
  • Ensure that the telephone is answered with the standard office greeting
  • Greet guests and visitors to the management office and optimally deals with their concerns by exhibiting a professional, mature, courteous, humble and efficient manner
  • Maintain an excellent customer service relationship with tenants and departments

What We Can Offer

The hiring pay range is $40,000 to $44,000.

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 dynamic. Be professional. Be Boulder.

What We Require

  • Two years of relevant experience
    • College or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis

What You Will Need

  • Ability to stay organized 
  • Strong customer service skills
  • Attention to detail

What We Would Like You To Have

  • High school diploma or GED AND three years of general clerical experience in property management or real estate office
  • 2-4 years of experience in commercial property management 
  • Knowledge of real estate accounting and operations software
  • Proficient in working with Microsoft Word, Outlook, Excel and PowerPoint
  • Excellent verbal and written communication skills
  • A strong work ethic, dependability, team-orientation and be highly accountable and responsible

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.
Please apply by October 24, 2021, for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu