Reasonable Accommodations for Applicants with Disabilities

CU Boulder is committed to making information and resources that are available via the web accessible for all users. The CU Boulder careers site used to apply for staff positions is currently not fully accessible for individuals who are using screen readers and other assistive technologies, however, we are working with the supplier to make this accessible to all. If you use assistive technology and need to access the CU Boulder staff careers site please contact the ADA coordinator by email at adacoordinator@colorado.edu or call 303-492-9725 for assistance.

Skip to content

Front Desk Administrative Support

Requisition Number:

17717

Location:

Boulder, CO

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

30-May-2019

Job Summary

The Front Desk Administrative Support position reports to the LASP Operations Support and Services Manager. The responsibilities of the position include support to the entire lab, internal event support and facilitation, front office support, maintaining the work space and common area, physical security of the buildings, and parking. Each of these responsibilities require working closely with the Operations Support and Services Manager to achieve the requirements of LASP. 

Who We Are



The Laboratory for Atmospheric and Space Physics (LASP) at the University of Colorado Boulder (CU) began in 1948, a decade before NASA.  We are the world’s only research institute to have sent instruments to all eight planets and Pluto.

LASP combines all aspects of space exploration through our expertise in science, engineering, mission operations, and scientific data analysis. As part of CU, LASP also works to educate and train the next generation of space scientists, engineers and mission operators by integrating undergraduate and graduate students into working teams. Our students take their unique experiences with them into government or industry, or remain in academia to continue the cycle of exploration.

LASP is an affiliate of CU Boulder AeroSpace Ventures, a collaboration among aerospace-related departments, institutes, centers, government labs, and industry partners.

What Your Key Responsibilities Will Be

Provide support to all employees is critical to the operations and support of LASP space research projects and grants, community relations, scientific and engineering sponsored research activities, and far‐reaching global, federal, and private sector relationships. Must be able to work as a team successfully with tact in a dynamic support environment. 
 
Front Office 
  • Provide front line support and customer service to graduate students, staff, and faculty, including answering phone calls, e-mails, assisting walk in visitors, etc. for both on campus and distance students, often providing coverage at front desk. 
  • Provide information to constituents regarding LASP rules, requirements, and procedures. 
  • Provide direction, resources, and next steps to students, staff, and faculty with questions and issues, referring them to staff members and other departments as necessary. 
  • Welcome visitors/non‐LASP persons by assisting with badges and parking permit creation, including logging in and out of visitors. 
  • Maintain export control requirements by requesting citizenship/permanent residency status on visitor logs and appropriately badging U.S. and non‐U.S. persons. 
  • Distribute LASP mail into individual mailboxes on a daily basis. o Coordinate distribution of internal LASP mail, including delivering mail to the various LASP buildings.
  • Built and distribute the weekly newsletter to the employees to include the events, seminar and public lectures of the scientists. 
  • Complete campus “run” by delivering urgent LASP mail, cash deposits, keys, and other items to main campus buildings/departments. 
  • Assist HR in processing of new hires, including taking new hires to the Buff OneCard office. 
  • Coordinate with OIT on all new or change phone orders. 
Event Support
  • At the direction of the Operations Support and Services Manager support CU and LASP Events Hosts and Coordinators. Conducts set-up and take-down of programs and events. Process event calendaring, meeting room applications, schedules, and triage conflicts. 
  • Provide excellent support to any VIP Events that the Operations Support and Services Manager manage. 
Common Office Supplies and Equipment 
  • Accomplish the ordering, delivery, control, use, and disposition of office supplies and office equipment. o Includes the following as directed by the Operations Support and Services Manager: procurement, stocking, inventory control, storage, distribution, and disposal. 
Work Space 
  • Assist and support the Operations Support and Services Manager in the management of office work space utilization, assignment, and sustainment of office equipment and furnishings through support and inventory processes and procedures. 
  • Ensure adequacy and functionality is maintained, which includes; fielding requests for equipment and coordination, control, and installation of telephone systems, and repairs and replacement. 
Common Area 
  • Assist and support the Operations Support and Services Manager in the coordination, scheduling, and the use, decorum, and capability sustainment of LASP common areas, to include lobbies, conference rooms, respite rooms, kitchens, pantries, patios, hallways, and those areas outside and/or adjacent to entrances and exits. 

Physical Security 
  • Ensure all visitors are properly badged and escorted as needed. Report all physical security and safety concerns for LASP buildings to the manager and/or EAD in a timely manner. Serve as contact regarding security and safety issues for LASP site personnel, Contracts and Compliance, and HR department. Implement laboratory security policies and procedures, as directed. Including providing Access management services for the C-Cure System. 
  • Complete request, through coordination with HR, badge access to all LASP buildings through the C-Cure access system. 
  • Obtain approval for key distribution to new and existent employees and distribute keys to new employees. 
Parking 
  • At the direction of the Operations Support and Services Manager coordinate parking requirements for events, visitors, and LASP employees requiring permanent and temporary parking permits. 
Front Desk Administrative Support Responsibilities
  • Provide support at the Front desk to all the employees ensuring that they are satisfied at all times
  • Communicate closely with the Operations Support and Services Manager to ensure that the requests are fulfilled to the LASP employees expectations. 
  • Attend the weekly Front Office Meeting and provide any feedback in regards to your weekly tasks, projects. 
  • Provide a “WOW” story after you complete an event/project that you can share with the Operations Support and Services team the positive feedback that you receive. 
  • Complete the weekly and monthly front office checklists and provide a copy to the Operations Support and Services Manager. 
  • Meet weekly with the Operations Support and Services to discuss any challenges/improvements of the department procedures. 
  • Update the Support and Service page in SharePoint as needed. 

What We Can Offer

The starting hourly rate for this position is $16.00, commensurate with experience.

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 Excited. Be Boulder.

What We Require

  • Two years of general clerical experience. 
  • Due to U.S. Export Control Restrictions only U.S. Citizens and Permanent Residents may apply.  
  • Demonstrated MS Office proficiency.

What You Will Need

  • Outstanding customer service skills.
  • Ability to prioritize in a changing environment.
  • Excellent verbal and written communication and phone skills are required, including a professional phone manner
  • Exceptional interpersonal skills, diplomacy and an ability to interact effectively with individuals and groups at all levels are required.
  • The ability to meet deadlines and retain a calm and personable demeanor while handling a busy reception area with constant interruptions is essential.
  • Effective problem-solving skills and initiative.
  • Eager to learn.
  • Willing to go above and beyond without being asked.
  • Ability to be a part of and support a team.


What We Would Like You To Have

  • Bachelor's degree from an accredited institution.
  • One year prior experience in a front desk administrative support role in hospitality or academic environment.
  • Intermediate knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
  • Demonstrated excellence in managing project work preferably in a research institute or academic setting.

Special Instructions

To apply, please submit 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 May 30, 2019 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu

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