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Professional Assistant

Requisition Number:

66013

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

27-Jul-2025

Date Posted:

17-Jul-2025
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Job Summary

The University Memorial Center (UMC) with CU Boulder is currently accepting applications for a Professional Assistant! This role is responsible for a broad range of professional and executive level functions for the UMC including coordinating the administrative responsibilities for the UMC Leadership Team, organizing events and meetings, and is relied upon to maintain accurate and up-to-date schedules, calendars, notes, and travel arrangements to ensure the UMC Director is organized and prepared each day. Additionally, this role will collaborate on specialized projects such as the research and writing of the UMC's history, assisting with the annual report, and actively supporting the administrative functions for construction projects. The Professional Assistant will work independently and be relied upon to facilitate the strategic goals and objectives of the UMC and the associated Division of Student Affairs. This position needs to effectively prioritize tasks in a dynamic environment, and will need, or have the ability to develop, a significant level of knowledge of university policies and procedures in order to work effectively with UMC building vendors and tenants, campus partners, students, and community members.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The work in Student Life supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Life also has shared services departments that support the work and staff of our student-facing areas, including areas like center for assessment, insight and research, business services, finance, employee experience, communication and marketing and technology solutions.
With over 900 staff members in the Division of Student Life, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.
The University Memorial Center (UMC) is an exciting center for activism and community interaction, offering a variety of student services and active student governance. Known as the campus “living room,” thousands of people visit the University Memorial Center every day to grab a bite to eat, enjoy free entertainment, shop the retail stores, study with the free wireless internet or engage with peers. The UMC celebrates diversity through food, dance, art, music and the free exchange of ideas. 

What Your Key Responsibilities Will Be

Executive Level Support
  • Serve as the principle administrative contact and liaison between the UMC main office, the university, and external constituents, communicating effectively with all internal and external customers by phone, email, and in-person.
  • Coordinates and maintain complex calendars for UMC Director and leadership team members, and main office staff. This includes setting up leadership-level meetings for multiple attendees, securing conference rooms, and organizing general calendar workflow and determining priorities for calendaring, ensuring that all materials needed for appointments/meetings are ready and available in a timely fashion. 
  • Gather and analyze data and information concerning projects and daily activities to independently make decisions and appropriate recommendations to ensure matters are addressed and kept on target.
  • Provide administrative support to UMC Leadership Team (LT); prepare agendas, minutes, and maintain a running list of action items and decisions, following up with directors on timelines. 
  • Ensure meetings and events involving the LT are performed at the highest level, anticipating needs and preparing materials well in advance. 
  • Responsible for daily decision-making and problem resolution in UMC main office and will make decisions independently to reflect the best interest of office and UMC.
  • Ensure Director and senior level staff are advised of developing and ongoing issues and prioritizes business which requires their action and attention.
  • Arrange travel for Director and UMC staff, as needed. Stay current with travel policies and provides guidance on appropriate practices. Reconcile travel expenses with Concur Expense System.
  • Represent and work effectively with all internal and external customers of the UMC by phone, email, and in-person. Write and edit communication and correspondence as needed.
Administrative Management
  • Create a welcoming environment by greeting visitors and responding to inquiries, requests, and complaints.
  • Assist with presentation preparation and responsible for meeting logistics, including room scheduling, AV, copies of materials, etc.
  • Assist with major department events, including all-UMC staff meetings, building dedications and construction, and staff appreciation.
  • Coordinate functionality of UMC main office, including office coverage. 
  • Serve as a resource to UMC staff for purchasing items to work needs. 
  • Consistently order and inventory office supplies for the UMC main office and other units in the department. Manage the copy machine supplies, upkeep, and repair. 
  • Supervise the employee break room to ensure it is clean, welcoming, and has updated employee information. 
  • Order, organize, and distribute staff apparel for all units. This includes gathering staff information and feedback, coordinating distribution, and following procurement guidelines. 
  • Serve as a liaison for campus department communication and coordination, as needed (ex., Parking, etc).
  • Create and revise administrative policies and procedures to ensure consistency.
  • Analyze internal administrative procedures, policies and processes; recommend and implement procedural or policy changes to improve administrative office management operations.
Special Projects
  • Serve as administrative support and an integral player in UMC projects. Developing reports and assisting with budget development for new projects. 
  • Support Veteran Memorial Lounge artifact inquiries, maintain documentation of loaned artifacts, and distribute items in coordination with entities as needed.
  • Facilitate communications with building users regarding any potential impacts due to projects or inclement weather. 
  • Coordinate events, meetings, and workshops with the UMC and other university departments and external professional organizations.
  • Serve as logistical coordinator for leadership team and manager job searches, arrange candidate interviews, manages travel and reimbursements, invite appropriate UMC staff and campus partner participation, collect and synthesize feedback.
  • Outreach to student unions and professional organizations when needed to assist with reports, long-term planning, benchmarking, etc.
  • Research standard methodologies, benchmarks, and trends at peer campuses’ student unions and summarizes findings into actionable items and recommendations.
  • Support the coordination of the UMC annual report including data collection and synthesis and identification of trends and recommendations. Prepares report for distribution to UMC staff, university, and public.
  • Assist with special initiatives and projects, such as coordination of office moves and renovations, one-time conferences and events, compiling data to meet campus or System requests, organizational restructures, consultants, and related projects. 
UMC Board and CU Student Government Support
  • Coordinate logistics for UMC Board meetings, committee meetings, and related administrative support. 
  • Coordinate the administrative and communication functions of the UMC Joint Board, CU's Student Government (CUSG) governing board. 
  • Remain current on all CUSG legislative changes and serves as liaison to full-time staff in CUSG. Ensures UMC senior leadership is aware of new and changing legislation that affects the UMC and its operations and budget.
  • Collect, track, and manage all historic and current CUSG legislation impacting the UMC. 

What You Should Know

  • Primary work hours are 8:00 AM - 5:00 PM during the academic year and modified hours as appropriate during the summer are 7:30 AM - 4:30 PM. 
  • Hours may fluctuate based upon work priorities and demands of meetings and special events. 
  • This position is located 100% on-campus.

What We Can Offer

The annual salary range for this position is $51,000 - $55,000.

Onboarding assistance is available within Student Affairs division guidelines. 

Our outstanding benefits include: 
  • Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year. 
  • Access to medical, vision, dental and life insurance. 
  • Tuition reimbursement. 
  • A 10% employer contribution retirement plan. 
  • EcoPass for free RTD rides. 
  • Opportunity for career growth within the division of student affairs and the CU Boulder campus!

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 game-changing. Be Boulder.

What We Require

Bachelor’s degree. Equivalent combination of education and experience may substitute on a year for year basis.

What You Will Need

  • High level of discretion, judgment, and confidentiality exercised in the role. 
  • Demonstrated ability to effectively manage an executive’s calendar.
  • Excellent organization and project management skill.
  • Demonstrated ability to analyze data, think critically, summarize, identify actionable and supported recommendations, and problem-solve independently.
  • Ability to work effectively in a demanding environment, balancing multiple priorities and meeting deadlines.
  • High level of attention to detail and organizational skills.
  • Strong professional written and verbal communication skills, including ability to appropriately tailor communication methods based on audience.
  • Demonstrated skill in MS Word, Excel and PowerPoint.
  • Ability to support individuals with various working styles.

What We Would Like You to Have

  • Graduate coursework or degree in higher education, student affairs, public administration, or a related field. 
  • Three years clerical/administrative assistant experience. 
  • Ability to provide high-level of customer service in an environment serving diverse customer and employee base.
  • Ability to provide and contribute to a welcoming and inclusive environment. 
  • Demonstrated ability to handle confidential and difficult situations with sensitivity, confidentiality, and discretion.
  • High level of familiarity and experience with student unions and auxiliary services and their operations and personnel.
  • Experience analyzing research and data reports and developing written summaries. 
  • Experience with Concur Expense System.

Special Instructions

To apply, please submit the following materials: 
  1. A current resume. 
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
 
Please apply by July 27, 2025 for consideration.
 
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu