Undergraduate Program Assistant (AAIII)

Boulder, CO
Sep 12, 2017
Institution Type
Four-Year Institution

The Department of Sociology is seeking an Undergraduate Program Assistant. This position is responsible for providing administrative and clerical support to the chair, faculty, students and staff of the Department of Sociology. The Undergraduate Program Assistant will cover main office reception and provide front line general information. They will assist with processing of documentation and disseminating information, scheduling and reservations. This role manages office logistical details and ensures smooth daily business operation of the administrative office.

A large percentage of the position responsibilities will be in managing course scheduling for the department. This position works closely with the Undergraduate Associate Chair to plan and implement all aspects of the complex Sociology course schedule and duties including: managing undergraduate student services, coordinating course scheduling, administering undergraduate fellowships and prizes, publicizing the undergraduate major and special events within the department, coordinating student registration and final grades, maintaining undergraduate program content on department website, and working with the Business Services Manager and Associate Chair to plan and forecast funding for instruction.

Who we are:

In 1944, what we now know as the Department of Sociology was part of a multidisciplinary Social Sciences Department, "Economics, Sociology, Political Science, and Anthropology," located in the Arts Building (now Hellems). Hellems remained the home of Sociology until we moved into Ketchum Hall in 1983. Ketchum, named after long-time Dean of Engineering Milo Ketchum, was built in the early 1930s.

Economics, Sociology, Political Science, and Anthropology was headed by an economist, Morris E. Garnsey, from 1944 to 1947. Another economist, Earl C. Crockett, was Department Chair from 1947 to 1949. Then in 1950, the department was renamed "Social Science," and was headed by a sociologist, Gordon Barker. In 1951-52, Earl Crockett again served as chair. In 1952-53, sociologist Gordon Barker again became Chair of Social Science, and Omer C. Stewart was the head of the Sociology division. As far as we can tell, the multidisciplinary Social Sciences Department disappeared in 1956-57, and Sociology became an independent department in that year.

What your key responsibilities will be:

Academic Course Scheduling
  • Plan, prioritize and manage the workflow of the Sociology undergraduate program, providing administrative, technical, and clerical support for the Chair, Associate Chair, and academic advisors.
  • Collaborate with the Associate Chair in the creation of the department's schedule of courses for each term by gathering and reviewing teaching requests, projecting curricular needs for the major area of concentration, analyzing past enrollment statistics and planning for graduate-student instructors (GPTI's and TA's) and part-time lecturers.
  • Serve as the departmental course catalog coordinator.
  • Administer undergraduate fellowships and prizes.
  • Coordinate communications for and arrange the distribution of undergraduate fellowships/scholarships/prizes.
  • Event, examination and special program coordinator for undergraduate program.
  • Manage events related to the undergraduate major and special opportunities within the Sociology department.
  • Plan, budget and coordinate the department's commencement ceremonies.
  • Plan publicity related to undergraduate program events.
  • Oversee Honors admissions and examinations.
  • Oversee the undergraduate student registration process by monitoring data entry into CU-SIS; researches registration problems; advises and assists faculty members, instructors and undergraduate students during each semester's enrollment and schedule adjustment period.
  • Register students for undergraduate internship and independent-study credits.
  • Oversee Special Action and Change of Record forms for undergraduate students.
  • Serve as the departmental final grade liaison.
  • Provide computing related academic support, including maintaining the undergraduate program course scheduling content on the department website.
  • Develop and maintain diverse databases related to undergraduate program operations.
  • Provide MyCU info and D2L support to part-time lecturers and undergraduate majors.
  • Serve as the backup to Graduate Program Assistant position number 107387.

Administrative Support
  • Serve as the lead worker for student assistant and together provides reception and front line clerical support for the Sociology main office.
  • Provide faculty members, students and visitors general information, answer calls and distribute the department email and manage the calendar of the Chair.
  • Provide clerical support to department administrators, faculty and staff with things like word processing, spreadsheets, document prep for promotion files, designing and creating office procedures, forms and records tracking systems, and copying.
  • Manage the department's electronic filing system, maintain department list serves, publish office hours and maintain faculty and student mailboxes.

Operational Support
  • Ensure that all main office and departmental operations are administered to fully support the department mission.
  • Serve as: FCQ Coordinator, OIT and Phone Liaison, FCPP administrator, Parking liaison, CCURE and Key liaison, and building proctor contact.
  • Ensure copiers are fully functional, and copier and office supplies are inventoried, ordered and stocked.
  • Responsible for opening office during regular university hours and closing at end of day.

Process Improvement
  • Position works to expand information about program resources by collecting, interpreting and reporting data to evaluate undergraduate majors, student credit hours, diversity planning, and funding processes and awards.
  • Seek to improve efficiency and recommends process modifications and improvements based on analysis of operations. This requires continuous development of new perspectives and skills to improve processes.
  • Undertake a review of the webpage, and compare with other departments on campus and across peer institutions, and evaluate for features such as scope of content, ease of use by domestic and international students, etc.
  • Will require evaluative skills as well as the ability to work closely with department personnel to better define objectives and goals.

What you should know:

This position is responsible for opening and closing the office in accordance with campus policy.

What we can offer:

The anticipated starting salary for this position is $$41,496 dependent on experience and qualifications.

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 authentic. Be dynamic. Be impactful. Be Boulder.


What we require:

Must be a current Colorado resident to apply.

Three (3) years of Full Time equivalent general clerical or administrative experience.


Thirty (30) semester hours may substitute for one year of the required experience. If using an educational substitution, a transcript or proof of degree must be submitted with your application on cu.edu/careers.

What you will need:
  • Familiarity with Microsoft Excel and managing spreadsheets
  • Attention to detail and accuracy in completing various processes and procedures
  • Excellent verbal and written communication skills
  • Demonstrated ability to interact in a kind, composed and confident manner when responding to customers (in person, by phone and via email)
  • Flexible and comfortable with ambiguity; not flustered by surprises or interruptions
  • Quick learner, not afraid of taking on new things
  • Time management skills, including an ability to rapidly shift gears and accurately keep track of projects or to-do's that get interrupted, all while maintaining professionalism

What we'd like you to have:
  • Bachelor's degree or higher from an accredited institution
  • Past experience with undergraduate program development
  • One year of administrative support experience in a professional office environment
  • Six months of experience supervising college students who had variable schedules

Preferred qualifications may be used to further reduce the pool of applicants to those who are most highly qualified.

Special Instructions to Applicants:Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process. Click here to view Veteran and other General Information regarding Classified Staff positions.

Please apply by September 18, 2017.

If you have technical difficulties submitting application information, please contact the CU Careers help desk at cucareershelp@cu.edu. All other job related inquiries should be directed to the posting contact for this posting.

Click here to view Special Instructions and General Information for Veterans and Classified Staff positions.

Application Materials Required:Cover Letter, Resume/CV

Application Materials Instructions:To apply, please submit the following materials to this posting at www.cu.edu/cu-careers:

1. A current resume.
2. A cover letter that specifically addresses the job requirements and outlines qualifications. Must include date ranges and whether full time or part time work.
3. DD-214 for veteran applicants.

4. If using the educational substitution for experience: proof of degree or transcripts.

Please combine materials into one document and upload as titled: Last-First-10920.
Please do not upload references at this time. Special instructions and information for Classified Staff positions: www.cu.edu/cu-careers:

Job Category: Administrative Support and Related

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 10219 - Sociology

Schedule: Full-time

Posting Date: Sep 11, 2017

Closing Date: Sep 18, 2017

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: HRESmail@colorado.edu

Position Number: 00107869