Undergraduate Program Assistant (Admin Assistant III)

Boulder, CO
Sep 16, 2017
Institution Type
Four-Year Institution

The Undergraduate Program Assistant (UPA) in Astrophysical and Planetary Sciences (APS) Department at CU Boulder has 31 rostered faculty, with an emphasis on both education and scientific research. It has 278 undergraduate majors and 61 graduate students, and offers a broad range of undergraduate courses for both majors and non-majors. Annually, approximately 3,100 CU students take a course in the department.

The Undergraduate Program Assistant (UPA) is responsible for cultivating undergraduate student success through designing and implementing mentor programs, tracking student progress, informing students about career opportunities, and establishing connections between students, faculty, and staff. The UPA provides a key contact to APS majors, particularly during their first three semesters, helps new APS majors adapt to college life, and introduces them to opportunities that are specific to APS. The UPA works closely with academic advisors and directs students to advisors for core requirement assistance. As the designated undergraduate contact in APS, the UPA works one-on-one with students and organizes group events.

The UPA is responsible for administrative duties needed to support the APS undergraduate program for both majors and non-majors. The UPA keeps current on Arts & Sciences policy, curriculum and requirement changes, and other opportunities available to students (tutoring, on-campus jobs, internships, research opportunities, etc.). The UPA ensures that academic advising staff and APS faculty are informed and up to date on academic requirements. The UPA is the interface between students and faculty, is the lead in tracking graduates after graduation, is responsible for delivering information to prospective APS students, and assists the other APS department staff as needed in areas of office tasks, computer data gathering and reporting, events and course scheduling.

Who we are:

The Department of Astrophysical and Planetary Sciences is one of the few programs that combines both astrophysics and planetary science, providing a unified view of space sciences; the solar system and comparative planetology; stellar and galactic astronomy; and cosmology. Students are given hands on experience with telescopes, optics, instrumentation, and computer image processing and modeling.

What your key responsibilities will be:

  • Track mentoring sessions and administer mentoring registration holds, as appropriate
  • Keep the APS program information packets up-to-date and consistent with the CU catalog, registration systems, and the APS website
  • Update the mentoring database so that it stays current and can be used to track the progress of individual students and the APS major program as a whole
  • Meet with individual students and will assess academic and other issues, which affect student success in our program
  • Make referrals to resources, which will strengthen and enrich the education of the student, including academic advising, tutoring and help programs, preprofessional opportunities (i.e. teaching, research and outreach opportunities), extracurricular activities, and other resources at CU
  • Work with at-risk students, including making follow-up contact, and will inform faculty of issues regarding individual students, courses or programs, as appropriate.
  • Contact all entering APS major freshmen and assign them to mentoring sessions with faculty.
  • Update major's mailing list
  • Keep the APS majors' information packet up-to-date and distributing to new APS majors as well as those students that may want to switch to the APS major
  • Meet twice a year (or as needed) with the faculty mentor lead to assign faculty mentors for majors entering into their fourth semester
  • Maintain and update the mentoring database so that it stays current

Curriculum and Course Scheduling
  • Responsible for course scheduling in CU-SIS
  • Attend APS undergraduate curriculum committee meetings throughout the academic year
  • Handle new course creation and revision paperwork, track deadlines, update the catalog and APS website as needed and follow-up to confirm appropriate changes were made at the University-level.
  • Perform various tasks requested by the committee chair in order to support the undergraduate program and complete them accurately and in a timely manner
  • Adhering to deadlines, set by the Registrar's Office, for using CU-SIS
  • Submit documentation for large and specific room requests as needed for the semester classes
  • Responsible for working with that department contact to make sure setup is correct in CUSIS, if there are cross-listed courses with other departments
  • Take direction from the scheduling faculty lead and use the google share drive to display the course schedule for review
  • Log daily updates to the semester schedule during enrollment periods in the google drive to show current enrollment numbers

Event Planning
  • Help organize all events run by the APS department including welcome and orientation events, scientific, informational and social events for APS majors, mentoring group sessions for APS freshmen, graduation ceremonies for all APS students, the department's holiday party, and other events
  • Attend special events outside of normal working hours that target APS undergraduates, such as Beyond Boulder and events at Fiske Planetarium and Sommers-Bausch Observatory (SBO)

Enrollment & Classroom Support
  • Monitor enrollments & waitlists
  • Perform drop/add and overrides when approved by faculty
  • Order textbooks, (and coordinate online resources) and arrange textbook reserves with CU Library, collect and archive course syllabi from faculty each semester, hire graders and ensure that all graders are trained in MyLeave to record hours, manage FCQ process, and support new faculty with classroom logistics
  • Schedule rooms for tutoring and review sessions

Other Tasks as required but not limited to those listed
  • Assist the other APS staff with various tasks as needed
  • Update Social Media pages to describe activities and achievements of the APS department and its students. (i.e. APS Facebook)
  • Create Scholarship forms and track data for scholarships
  • Track eligibility requirements and deadlines and work with the faculty to nominate students for appropriate awards
  • Produce award letters as needed
  • Maintain the alumni database for the APS department
  • Give APS students exit surveys that will also help collect future career information
  • Create a plan to continue tracking and recording APS majors after they graduate and be able to provide this data to APS committees in a format they can use in reporting as needed
  • Assist in communicating with alumni and planning alumni events

What you should know:
  • This position will require availability outside of norming working hours to attend special events that target APS undergraduates, such as Beyond Boulder and events at Fiske Planetarium and Sommers-Bausch Observatory (SBO)

What we can offer:

The anticipated starting salary for this position is $3,458 per month or $41,496 per year.

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 flexible. Be professional. Be respectful. 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:
  • Attention to detail and accuracy in completing various processes and procedures
  • Ability to follow through with projects through their completion
  • Experience with Microsoft Office software and comfortable using the computer
  • Excellent verbal and written communication skills
  • Ability to interact in a kind, composed and confident manner when responding to customers (in person, by phone and via email)
  • Able to maintain a professional demeanor in stressful situations
  • 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:
  • One (1) year of administrative support experience in a professional office environment
  • Six (6) months of course scheduling experience in a higher education setting
  • Experience organizing and executing events for 50+ people

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 25, 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-107899.
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 - 10158 - APS-Astro&Planet Sciences

Schedule: Full-time

Posting Date: Sep 15, 2017

Closing Date: Sep 25, 2017, 10:59:00 PM

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: HRESmail@colorado.edu

Position Number: 00107899


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