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Front Office Professional Assistant

Requisition Number:

18135

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

24-May-2019

Job Summary

The Front Office Professional Assistant primarily supports the activities of the Program in Environmental Design by providing a full range of organizational support services under the direct supervision of the Assistant Program Director. The position will demonstrate a professional manner, uphold proficiency with online campus platforms, and an overriding and exceptional focus on customer service.

Who We Are

The Program in Environmental Design at the University of Colorado connects people with our built and natural worlds. Here, students create innovative designs for the next generation of buildings and environments. At Environmental Design, we shape the way we live, work and play in the fields of architecture, product design, landscape architecture, and sustainable planning and design. Learn more

What Your Key Responsibilities Will Be

Academic Services Support 
  • Under the supervision of the Assistant Director this position will be primarily responsible for and conduct a variety of tasks for semester management:
    • Create and build out accurate class and room scheduling on a semester basis using campus systems. Maintain records between academic scheduling and internal scheduling, and enter data from schedule into ENVD calendaring system. 
    • Conduct course management by utilizing the CU Student Information System for a variety of student service processes: verifying student registration, course enrollment management, and monitoring curricular transitional needs.  Produce student communications regarding academic standing each semester on behalf of the Assistant Director. Verify degree audits and perform course substitutions as needed to transition students from old curriculum to new.
  • This position will be familiar with the academic curricula and advising center procedures to assist faculty and students along with assisting faculty with texts and desk copy orders, testing services, and managing campus printing accounts. Manages the digital syllabi and prospectus, each semester, from each instructor; and administers faculty course questionnaires (FCQs) each semester.  
Organizational Support Services  
  • Event Management Assistance
    • Assist with coordinating programmatic catering and planning needs for events such as end of semester open houses where professional community is in attendance; ENVD recognition ceremony in conjunction with graduation events; guest lectures by visiting faculty and professionals in the local and national community, and supporting student presentations for juried projects and Latin honor presentations. 
    • Schedule and coordinate jury week, an end of term event where students formally present their work to the professional community as part of their final project. This position will coordinate with communications staff and assist with how this event ties in with other end of semester events.
    • Responsible for ENVD Building Calendar. Organize the semester and daily use of ENVD rooms and scheduling of such rooms. Responsible for anticipating and preventing scheduling conflicts and assisting with conflicts as necessary. Control entry of semester academic dates and information that all program members utilize.
  • Program Support Coordinator
    • Provide excellent customer service and support services to students, faculty, staff and the general public. Respond to inquiries and requests for information, provides assistance in person, online or by telephone, managing mail and other incoming deliveries, and welcoming guests. Position will field many inquiries regarding a wide variety of topics and is expected to independently research appropriate answers and exercise discretion to decide when to refer questions to other individuals. 
    • This position will serve as the primary contact for the Program and will collaboratively work with the Peer Advising staff to support the operations of the Advising Center for ENVD.  Assist with the academic advising check-in system when students arrive for appointments or drop-in hours.
  • Digital Management & Operations
    • Oversee the management of student and server file maintenance, including creating online folders for each student and maintaining until post-graduation, following University policy for file retention and authorized disposal. Ensure accurate archiving of student records following FERPA protocols and leads the management of digital syllabi.
    • Collate all-program meeting minutes, tracking attendance and accurately recording key points of discussion, actions assigned and decisions made.
    • Review overall front office operating practices and procedures to determine whether improvements can be made in workflows, reporting procedures, or expenditures, and makes recommendations on such improvements, interpreting administrative and office policies when assisting faculty, students, staff, etc. 
    • Special projects are ad hoc and widely varied. Individual may be asked to perform special projects as required or assigned in alignment with current Program priorities. 
Business Support Services
  • Serve as department’s primary liaison for small dollar purchases, procuring items and services as needed using CU MarketPlace and procurement card and occasional instructional supplies.
  • Utilize knowledge of campus policies and best practices for non-employee reimbursements. 
  • Maintain vending machine refunds and change fund per CU protocol.
Building Proctor
  • This position requires considerable organizational abilities and to effectively communicate with all of the various stakeholders. Liaison to all building occupants regarding emergencies and scheduled maintenance.
    • Responsible for physical day-to-day operations within the ENVD building and provide leadership for the physical upkeep of the ENVD building.
    • Represent ENVD to internal and external constituents on all issues related to maintenance, and repair projects within the ENVD building.
    • ENVD’s main point of contact with CU Service departments including Facilities Management, Property Disposal, OIT, Police Department,
    • Update Active Harmer Plan and Emergency Management for the building. 
    • Keep yearly calendar to track projects.
    • Actively manage student workers to ensure the building is visually pleasing, organized, free of clutter and conforms to all university requirements utilizing a hands-on mentality that is results-oriented.
    • Submit service requests on behalf of individuals within ENVD and ensures completion.
    • Maintain building security and access control utilizing CCURE and working with Access Services to provide correct access levels.
  • This position may manage one or more student assistants and their workflow. Position will hire, train and supervise various student assistants equaling approximately .5 - 1 FTE. Verifies student assistants have completed all required hiring documentation and required training, e.g. Sexual Harassment, FERPA and explains confidentiality protocols.  

What You Should Know

Typically working schedule will be Monday through Friday, 8 AM- 5 PM. There may be occasional weekend and evening hours required for special events such as graduation.

What We Can Offer

Anticipated starting salary is $45,000. 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 Adaptable. Be Positive. Be Boulder.

What We Require

  • Bachelor’s degree from an accredited university.
    • Appropriate experience will substitute for the required education on a year-for-year basis.

What You Will Need

  • Strong administrative and analytical skills, including the ability to research, evaluate, analyze and strong attention to detail.
  • Work independently and maintain professional composure while working under pressure of frequent interruptions and changing priorities.
  • Maintain confidentiality when handling sensitive materials.
  • Ability to work well with diverse populations including faculty, staff, and students at the University.
  • Ability and willingness to learn new skills and systems. 
  • Adaptable to change.
  • Demonstrated proficiency in both Mac and/or PC.
  • Proficiency in Microsoft Office Suite.
  • Exceptional verbal and written communication.
  • Exceptional organizational skills.
  • Experience in providing exceptional customer service. 

What We Would Like You To Have

  • 2 years of experience in a university or academic setting.
  • Knowledge of administrative and operational principles and practices in an academic environment.
  • 1-3 years of administrative experience in an office environment.
  • Knowledge of local professional design community.

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 24, 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