Administrative and Office Coordinator

Location
Boulder, CO
Posted
Mar 14, 2018
Administrative Jobs
Technology, IT Support & Training
Institution Type
Four-Year Institution




This position will act as the primary point of contact and connection for all students, faculty, vendors, and other visitors, support scheduling, logistics and coordination throughout the year for numerous events, enter course schedules into Campus Solutions by the appropriate deadlines, and submit necessary documentation for course changes and adjustments throughout the semester. This position will also manage tracking the program's technology, equipment, office supplies requests and purchases, and building maintenance repairs. Administrative tasks include being the phone, key and parking liaison, as well as provide other general administrative support for the program.



Who we are:

The Engineering Management Program (EMP) offers a Masters in Engineering (ME) degree, a minor in Engineering Management, and various graduate and undergraduate certificates in Engineering Management. Its purpose is to prepare engineers, applied scientists and technical professionals for career advancement in leadership and management. From undergraduate to graduate-level work, its focus is to help students at all levels achieve their career objectives and succeed in technical and engineering fields.

What your key responsibilities will be:

Administrative and Office Coordinator
  • Manage day-to-day office duties, including but not limited to: customer service, reception, office organization, workstations, storage, office supplies and equipment, and some database management.
  • Act as the primary point of contact and connection (walk-ins, e-mails, phone, etc.) for all students, faculty, staff, vendors, and other visitors.
  • Provide transactional finance support to faculty and staff, such as processing purchase orders, ordering textbooks and subscriptions, making conference reservations and travel arrangements (hotel stay, airline tickets, etc.).
  • Support scheduling, logistics and coordination of events and gatherings, such as faculty and staff meetings, seminars, student groups and outreach efforts. This includes placing rentals, catering or purchasing orders, paying and reallocating expense, and creating official function and/or alcohol event forms and obtaining necessary approvals. On occasion, event support may also include set up and clean up, as well as occasional work on weekends and evenings.
  • Manage, order and track general EMP office supplies, textbooks, hardware, software, and equipment, and make purchases as appropriate according to University rules.
  • Sort and distribute department mail, keeping the photocopier/fax machine in working order, including the shredder and the other equipment/supplies; ordering photocopier paper and toner; and submitting equipment repair orders. Ensure copier does not run out of paper.
  • Serve as the key/access, phone, and parking liaison.
  • Assist with program data collection, organization, and reporting needs as requested.
  • Manage student employee timesheet submissions. This includes contacting students and supervisors about timesheet deadlines, missing timesheets, and timesheet submission approvals; and working with the HR Service Center to get students paid if timesheets are submitted late.
  • Work closely with EMP leadership on building or space issues, manage the maintenance, cleaning and repair of the EMP hallways and offices, and providing access for faculty, staff and students in appropriate office space.

Academic Support
  • Assist the Admissions and Academic Advisor in responding to general inquiries about admissions requirements and enrollment processes, sending out general communications to students, data entry, updating program information on the EMP web site, and attending applicable meetings pertaining to admissions and enrollments.
  • Build EMP courses into Campus Solutions for summer, fall and spring terms. This also includes completing the necessary forms to Academic Scheduling to make course revisions and changes throughout the year.
  • Manage the FCQ process, this includes entering applicable EMP courses into the FCQ course database, gathering and storing FCQ results electronically at the end of each semester and providing copies of FCQ results to all the EMP faculty members.

Other
  • Serve on program, college, and university committees as assigned.
  • Support the EMP leadership, faculty and staff for priority action items and projects, as needed.
  • Undertake other duties and responsibilities, as assigned.

What you should know:
  • Available for occasional work on weekends and evenings.

What we can offer:

The anticipated starting annual salary for this position is $38,000.

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 supportive. Be collaborative. Be professional. Be Boulder.

Qualifications

What we require:
  • Two years of general clerical experience.
    • At the agency's discretion, college or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis.

What you will need:
  • Must be approachable and highly customer service oriented.
  • Sensitivity to and appreciation of cultural, political, and geographical differences, with ability to work well with faculty, staff, and students from around the world.
  • Proficiency in Microsoft Office applications, including Word and Excel.
  • Excellent written and oral communication, interpersonal, and organizational skills.
  • Overall interest and comfort working with technology and computer programs, including a willingness to learn.
  • Proficient scheduler with the ability to manage multiple projects simultaneously.
  • Creative problem solver with the ability to work independently as well as on a team.
  • Detail-oriented, but also able to strategically conceive and coordinate projects and events.
  • A dedicated work ethic, attention to detail, and ability to multi-task multiple projects.

What we'd like you to have:
  • Knowledge of the CU-Boulder College of Engineering and Applied Science undergraduate and graduate degree programs.
  • One year of administrative support experience in higher education.
  • Experience working with engineering students and faculty in a higher education environment.
  • Planning and executing small to large-scale events with 10 - 100+ attendees.
  • Experience coordinating travel

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

Special Instructions to Applicants:Please apply by March 21, 2018.

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.





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.

Please combine materials into one document and upload as titled: Last-First-12846.
Please do not upload references at this time.



Job Category: Administrative Support and Related

Primary Location: Boulder

Department: B0001 -- Boulder Campus - 10299 - Engin Dn-Lockhd Martn Mgmt Pgm

Schedule: Full-time

Posting Date: Mar 13, 2018

Closing Date: Mar 21, 2018, 10:59:00 PM

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: HRESmail@colorado.edu

Position Number: 00744294

PI101593590