Skip to content

Administrative Specialist

Requisition Number:

40205

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

30-Jun-2022

Date Posted:

17-Jun-2022

Job Summary

The University of Colorado Boulder is excited to announce that the Renewable and Sustainable Energy Institute (RASEI) is hiring an Administrative Specialist to join their team! This position is responsible for providing support to RASEI in the areas of office management, event management and administration as well as ensure the Institute's operations are carried out at a high level.


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

RASEI (pronounced RAY-see) is a joint institute between the CU Boulder and the National Renewable Energy Laboratory (NREL) addressing meaningful, multifaceted problems in energy that require a multidisciplinary, multi-institutional approach. Our mission is to expedite solutions that transform energy by advancing renewable energy science, engineering, and analysis through research, education, and industry partnerships. 

What Your Key Responsibilities Will Be

Administrative Responsibilities and Assignments

This position manages administrative functions for RASEI; analyzes internal process, and recommends and implements procedural changes to improve operations. The role will offer high level administrative support for RASEI’s executive leadership team as well as selected support for RASEI faculty, fellow and researchers as advised and as circumstances permit.

  • Maintain a solid understanding of ongoing programs and projects to triage inquiries appropriately if RASEI Executive or Associate Directors are unavailable.
  • Front office management - meet and greet visitors, provide general information regarding RASEI, answer phone, coordinate mail and packages distribution, oversight of office supply/copy/mail room.
  • Manage travel planning for affiliated RASEI personnel, including identifying and reserving cost-efficient accommodation arrangements and post-travel travel reimbursement.
  • Supervise and mentor student assistants.
  • Assist special projects and research groups' needs for administration, purchasing, meeting support and logistics.
  • Analyzing existing procedures to identify creative alternatives while supporting RASEI's goals and objectives.

Special Events, Seminars and Meeting Management

  • Make arrangements for RASEI regular and special events, including scheduling, registration, announcements and communication, catering, and logistical details. Prepare and maintain a timeline for each event.
  • Develop internal reports to supervise fiscal management of meetings/symposiums/conferences/workshops/seminars and ensure expenses are within an established budget that follows University and State fiscal guidelines.
  • Finalizing symposium presenters, setting transportation and lodging arrangements for presenters and participants.
  • Room set-up and break-down, materials/hand-outs, name badges, table tents, labels, and teleconferencing.
  • BE Seminar coordinator; design and update flyers, posters and other mediums for marketing and advertising.

Facilities Management

  • Serve as the alternate proctor for RASEI’s defined space in the SEEC and SEEL Buildings.
  • Serve as vendor liaison for maintenance contracts covering both office and research laboratory equipment, as well as the Telecommunication and Parking liaison.

Communications/ Website / Social Media

  • Maintain and update text of RASEI web pages as well as social media updates on Facebook, Twitter and Linkedin.
  • Engage with research groups, staff, fellows, faculty and researchers on an ongoing basis for fresh material.
  • Manage RASEI's email contact lists and respond to email inquiries for various email addresses including: inforasei, rasei-admin, beseminars. 

What You Should Know

  • 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.
  • This position will be a hybrid position with 60-70% of the position being in the office.
  • Some extended hours will be required for special events. 

What We Can Offer

$50,000.00 - 55,000.00.

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 brilliant. Be collaborative. Be Boulder.

What We Require

  • Bachelor’s degree or equivalent amount of relevant experience. An equivalent combination of education and experience may substitute.
  • 1-3 years of customer service experience.
  • 1-3 years of supervising and managing experience.

What You Will Need

  • Maintaining confidentiality is of utmost importance and requires good judgment.
  • Experience with independently resolving routine and moderately sophisticated issues among a diverse set of team members.
  • The ability to analyze, devise and implement solutions and process improvements is highly desirable.

What We Would Like You To Have

  • Experience managing purchases and budgeting.
  • Experience working in a University environment with research faculty including knowledge of University fiscal policies, travel procedures, and accounting procedures.
  • Ability to manage multiple tasks, events, calendars, and deadlines.
  • Five plus years of experience in special events and/or supervising in a management role.
  • Five plus years of customer service experience and experience working with a variety of different types of collaborators.

Special Instructions

To apply, please upload the following materials: 
  1. A current resume.
  2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.
You will not be asked to upload references at this time.
 
Please apply by 6/24/22 for consideration.
 
Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs 

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu