Administrative Assistant II (80%)

This position will provide administrative support to the Tech IV, Associate Director, ICS Director, and membership in all aspects of maintaining smooth operating functions of the Institute's Main Office with a wide array of general support responsibilities including but not limited to, space allocation, processing travel reimbursements, P-Card and T-Card reconciliations, correspondence, information gathering, answering the one of the main incoming phone lines, and handling general inquiries. The Administrative Assistant maintains all ICS student member records, as well as creating, updating and maintaining all office informational systems and equipment. They will set up, arrange and clean up for ICS colloquia. This position will maintain the ICS Social Media presence, ICS Newsletter and other formal reporting, marketing or informational documentation as needed. This position is responsible for accomplishing all of these duties in a professional manner that is consistent with overall University Policies and Procedures.

Who we are:
The Institute of Cognitive Science (ICS) at CU-Boulder has gained an international reputation for its promotion of interdisciplinary research and training in Cognitive Science. The Institute is known for theory development and the application of those theories to real-world problems. Research within the institute can be classified into three interdisciplinary areas:
• Training and Education - principles, communities, and technologies
• Language Processing - psychological, computational, and technological approaches
• Higher Level Cognition - cognitive neuroscience, computational, and theoretical perspectives

What your key responsibilities will be:
Office Reception
• Fielding questions and problem solving via phone, walk-ins and email
• Administrative & Research office support by preparing Purchasing and Travel reimbursement submissions for ICS Administration and Research faculty
• Maintaining a pleasant, professional, well organized reception area
• Distributing mail, scans and faxes between multiple locations on and off campus and maintaining filing system for the ICS Main Office and coordinating filing systems between the satellite offices for consistency of use.
• Updating and maintaining social Media presence and the ICS website
• Keeping handout bins full and current
• Maintaining and updating Institute bulletin boards
• Maintaining currency on University, Graduate School and Institute information and policies
• Ensuring that main office is open and staffed during office hours

Administrative and Research Office Support
• Administrative & Research office support by preparing Purchasing and Travel reimbursement submissions for ICS Administration and Research faculty
• Maintaining filing system for the Institute of Cognitive Science Main Office and coordinating filing systems between the satellite offices for consistency of use
• Distributing mail, scans and faxes between multiple locations on and off campus and maintaining filing system for the ICS Main Office and coordinating filing systems between the satellite offices for consistency of use

Administrative and Research Supplies and Equipment
• Purchasing supplies and assisting in equipment orders as appropriate
• Maintaining inventory levels for all supplies and equipment support materials
• special request ordering
• Trouble shooting equipment as needed
• Using the appropriate methods and systems including CU Market Place, CU Purchasing Card etc.

Certificate and Graduate Program and Student Services Support
• Providing administrative support for Tech IV and Academic Program Director
• Processing student applications
• Maintaining program documentation
• Working with students on problem applications in preparation for admission review
• Creating and maintaining confidential student file, once approval is received from Academic Program Director
• Maintaining current students data base
• Maintaining current Fellows and Associates database within FileMaker and on the Webpage
• Coordinating student orientation meetings as needed
• Maintaining student email lists
• Advising students on graduation checkout, dissertation procedures and other requirements
• Troubleshooting and problem solving for the students, ICS and seven core departments, including working with one department on the CU/Denver Campus

Distinguished Speaker/Colloquium Setup
• Provide event set up and refreshments for the ICS Distinguished Speakers/Colloquia Series

What you should know:
This is a part-time 80% FT position offering ~30 hours per week with no chance of going to 100% FT.

What we can offer:
The anticipated starting salary for this position is $26,717 (adjusted for 80% FTE) depending 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 brilliant. Be curious. Be open. Be Boulder.


What we require:

Must be a Colorado resident to apply.

Two 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

What you will need:
  • Ability to stay focused and multitask in a busy office environment
  • Attention to detail
  • Understanding the importance in handling confidential information
  • Effective oral and written communication skills with a variety of constituents
  • Ability to learn new systems and software
  • Highly personable and customer service-oriented approach
  • Experience with Microsoft Office applications including MSWord, Excel, Access, PowerPoint, and Outlook

What we'd like you to have:
  • Two years of administrative support experience in a professional office environment
  • One year of administrative support experience in higher education
  • Experience with Travel and Expense software and reporting

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 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

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-11017.
Please do not upload references at this time. Special instructions and information for Classified Staff positions:

Job Category: Administrative Support and Related

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 10066 - Cognitive Sci Institute-Admin

Schedule: Part-time

Posting Date: Sep 11, 2017

Closing Date: Sep 18, 2017

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email:

Position Number: 00668946