Jobs UNIVERSITY OF COLORADO BOULDER

Front Office Management

• Front Office Operations.
• Determining scheduling priorities and maintaining classroom and conference room schedules and reservations for events, meetings, review sessions, student accommodations, etc.
• Recruit, hire, schedule, and supervise student assistants to ensure smooth front office operations. Manage student work study award allotments. Incumbent to provide oversight and quality control, with special focus on large document production projects, to ensure accuracy and meeting deliverables in a timely fashion.
• Under the supervisory direction of incumbent, student assistants will:
• Assist faculty and staff with copy requests, document editing, department mailings and classroom needs. Prepare refreshments for department events like faculty meetings and colloquia.
• Analyze incoming mail, e-mail, distribute to appropriate parties.
• Answer questions and assist students and faculty who email, call, or walk- in.
• Assist faculty and graduate students with supplies and equipment check- out.
• Assist with department events as needed (staffing, preparations, set-up, take- down).
• Provide department support by keeping office machines running with timely and systematic approach to copier/printer maintenance and supplies.
• Provide a high level of customer service as the initial department contact by answering questions, solving problems, or directing those with inquiries to the correct person in a friendly professional manner.
• Oversee key and swipe access requests ensuring that those requesting access have a legitimate need.
• Coordinate with Building manager to report building needs, track and monitor requests.
• Inform building users of upcoming maintenance, repair and security issues.
• Biweekly building walk through (or oversee students conducting walk through) to observe and report problems (full recycling containers, lights, room cleanliness, safety issues).
• Oversee scheduling of centrally controlled rooms, department rooms and process billing contracts for rental of Physics 11th floor rooms.
• Oversee the placement of textbook and desk copy orders and monitor textbook supplies.
• FCQ administration which includes distribution and reporting.
• Coordinate with the colloquium chair for speakers’ travel arrangements, manage catering with undergraduate programming personnel for department weekly events and process non-employment reimbursement for the colloquium speakers.
• Must be knowledgeable of CU’s policies on travel reimbursement including additional rules imposed on international speakers.
• Maintain/update office directories. Develop a system for tracking newly hired or terminated employees in Physics to assist with mail directory and building access.
• Reviews and purchases necessary supplies for the Physics main office.

Event Planning and Management

• Independently plan, manage, and implement a variety of department events, both large-scale and intimate, including outreach, donor, and staff/faculty/student events.
• Apply professional event management and communication skills to ensure successful event outcomes, with limited oversight but periodic review of projects.
• Stay informed and ensure compliance with University of Colorado policies related to event planning, including parking, safety, catering, facilities/grounds, and university alcohol policy. Use professional methods to navigate and apply these policies effectively.
• Independently manage event budgets, ensuring competitive pricing through vendor sourcing, timely payment of invoices, and adherence to department and university financial policies. Problem-solving within the scope of event budgeting should be conducted independently.
• Purchase and track all materials required for events, such as décor, catering, and rentals. Establish and maintain relationships with vendors, managing contracts and invoices with minimal supervision.
• Recruit, train, and supervise volunteers and student workers for event-related tasks. Ensure tasks are completed efficiently, providing guidance based on professional standards and practices.
• Conduct event debrief meetings to evaluate success and areas for improvement. Recommendations should be made for enhancing efficiency, reducing redundancies, and exploring potential collaborations, based on professional judgment.
• Produce and manage communications for events to ensure high attendance.
• This includes developing marketing materials and managing branding and messaging consistency across events.
• Professional communication skills should be used to engage with the intended audience effectively.
• Oversee the management of invitation lists, distribution of invitations, and recording of attendance, applying professional concepts to ensure accurate and efficient guest management.
• Commencement and Special Events Management: Independently manage significant department events such as Winter and Spring commencement ceremonies, including budget oversight, vendor management, and coordination with campus partners.
• Graduate Student Recruitment and Orientation: In collaboration with the Graduate Program Professional, manage recruitment visits and orientation events. Coordinate logistics such as travel arrangements, meetings, and meals, applying professional concepts to ensure a positive experience for recruits and participants. Fall Welcome Event: Independently manage the annual fall welcome event, including scheduling, vendor coordination, and budget tracking, applying professional standards to create a welcoming atmosphere for faculty, staff, and graduate students.
• Manage or co-manage additional year-round events such as faculty and staff meetings, training events, colloquia, symposiums, faculty recruitment/ job talks, recognition events, and End-of- Year retirement/appreciation events. Management duties of these events are dependent upon the timing of these events within the department, as there can be significant overlap and scheduling conflicts.

• Plan, coordinate, and implement logistics for the Department’s summer schools and professional conferences and workshops.
• Manage event budgets in conjunction with faculty organizers and Department financial staff.
• Organize and manage logistical coordination for participants including campus lodging and hotel accommodations, meeting space, dining, catering, transportation, registration, and other administrative support.
• Provide administrative support during the application and registration process for participants, which includes managing databases and organization of data for committee members.
• Serve as the point of contact/liaison for organizers, vendors, campus partners, summer school and conference participants.
• Evaluate conference processes and review post-conference assessment surveys to find ways to improve services in the future as needed.
• Oversee the creation and preparation of name badges and registration check-in materials and supplies.
• Generate reports to reconcile registration with revenues with expenses.
• Coordinate and manage revenue for summers schools and conferences including preparation, disbursement, tracking and reconciliation of paid and outstanding invoices from participants.
• Oversee student staff assigned to support the logistical execution of assigned conferences.

Educational Programming/Department Website Maintenance

• Cross-train with undergraduate programming personnel to learn and use processes in SIS to assist faculty and students.
• Cross-train with graduate programming personnel to assist with the admissions process, as well as tracking student progress in satisfying degree requirements.
• Cross-train with Department Communication/IT Analyst to update Department website.

Other Duties/Special Projects/Process Improvements

• Take initiative on assigned tasks and projects from the chair or supervisor, demonstrating the ability to manage a diverse workload with minimal supervision. Projects may include research initiatives, departmental enhancements, or administrative improvements that contribute to the department’s mission.
• Analyze current operational processes within the department to identify areas for improvement. Recommend and implement modifications to streamline efficiency, enhance productivity, and support the department’s strategic objectives. This responsibility involves both independent problem-solving and collaborative work with department personnel to refine goals and implement solutions.
• Work closely with department personnel, including faculty and administrative staff, to clarify objectives, set achievable goals, and develop strategies for achieving them. This involves using professional knowledge and skills to facilitate effective communication and collaborative planning.