Executive Assistant and Assistant Registrar

Requisition Number: 48750
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 07-Jun-2023
Date Posted:

Job Summary

The Office of the Registrar (RO) at CU Boulder welcomes applications for an Executive Assistant and Assistant Registrar! This is a critical unit for the university and is responsible for assuring the integrity of academic procedures, data, and records, and leveraging and maintaining complex technologies and systems used by stakeholders campus-wide.
Under the direction of the Assistant Vice Provost and University Registrar, this full-time position provides a broad range of operational and professional expertise and support for the Office of the Registrar. The executive assistant and assistant registrar supports the confidential and critical work of the University Registrar, the Registrar's leadership team, and the entire office in numerous ways. Collaboration, communication and a proactive approach are key characteristics of this position. The position builds and maintains strong partnerships within the office, within the Division of Academic Affairs and across campus.
The executive assistant and assistant registrar is responsible for human resource, budget, and operations of the RO and for its leadership team. The position has broad responsibilities that support the registrar with outreach and communication to other units within the university as well as internal communications with RO staff. The position supervises a full-time staff member who coordinates document management initiatives for student records. In addition to understanding the institutional academic calendar and cycle of responsibilities as it relates to the RO, this position helps coordinate and prioritize select projects according to this timeline and supervises/delegates work as appropriate. Responsibilities may include research and assessment of special projects within office priorities and initiatives. The position assists the registrar with curriculum management, which involves select review and set-up of approved academic proposals, collaborating with other RO staff who carry out specific curriculum responsibilities, and helping to monitor/maintain workflows, forms and proposals. Responsibilities also include coordination, planning and execution of RO sponsored or hosted events, meetings, retreats and conferences. The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The Office of the Registrar, in support of the educational mission of CU Boulder, ensures the integrity and security of academic records and provides enrollment and academic support through innovative systems and outstanding service to students and other partners.
We demonstrate leadership, excellence and integrity in all we do to improve the academic experience for CU Boulder students and other collaborators through ongoing innovation, collaboration, inclusiveness and quality service.

What Your Key Responsibilities Will Be

Curriculum Management:

• Under the direction of the university registrar, serve as a point of contact and responder to curriculum management related inquiries with campus stakeholders (courses, programs and micro-credentials).
• Work closely with and support various RO staff on different aspects of curriculum related tasks, including review of course proposals before created in the course catalog and academic structure setup and updates in the student information system. Ensure new, changed and inactivated programs are consistently reflected and maintained in various systems and publications.
• Monitor student enrollment activity in programs that have been approved for discontinuation or for a change in title or organization.
• Schedule and help lead internal curriculum management meetings.
• Provide professional support for the campus micro-credential and badging initiative, including coordination assistance for an annual conference, workflow maintenance, badge issuance, and trainings.

Executive Assistance, Human Resources and Budget Coordination:

• Promote the services offered by the Office of the Registrar through operational support for the office and the RO leadership team.
• Manage office inventory, vendor contracts and facilities/maintenance requests.
• Coordinate day-to-day financial, accounting, procurement and travel reconciliations for the RO.
• Serve as office liaison for payroll (PPL), human resources and to the Academic Affairs Financial Services Center. Participate in monthly budget reviews.
• Provide administrative support for position management, personnel matters, job searches, new employee onboarding, and staff training. Monitor staff leave balances and FML requests.
• Assist with meeting and event scheduling on behalf of the registrar and leadership team.

Special Projects, Assessment and Leadership Support:

• Help create and review office documentation and content to ensure accuracy and currency of information.
• Contribute to and support office committees to help ensure charges are being met, membership is maintained and updates are shared as appropriate.
• Work with the registrar on staff meeting agendas, speakers, activities, etc. Assist with planning and managing special events (i.e., office retreats, town halls).
• Conduct summary and operational statistical representation and visualization of various office activities, projects and statistics for the office annual report.
• Assist registrar with research for special projects, initiatives and policy work, including analysis of changing trends.

Supervision, Record Retention/Document Management:

• Supervise one FTE who is responsible for the records retention/document management (imaging) project within the office. Cross-train on these responsibilities and systems to provide backup support and guidance, as needed.
• Support this direct report with student employee management, including hiring, termination, onboarding as well as with campus liaison work (parking and telecom).
• Understand the record retention schedule and systems to help ensure timelines, security standards and deliverables are being met.

What You Should Know

• Hybrid work schedule - 2 days in office.

What We Can Offer

• The salary range for this position is $63,000 - $69,000 per year.

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 courageous. Be visionary. Be Boulder.

What We Require

• Bachelor's degree. Equivalent combination of education and experience may substitute.
• Three years of administrative and/or professional experience in a higher education setting, preferably in an enrollment services area.

What You Will Need

• Command of Microsoft Office suite of products.
• Proficiency with various applications and systems, including PeopleSoft/Oracle (Campus Solutions and HCM), Cognos, OnBase, Qualtrics, etc.
• Detail oriented, high level of accuracy.
• Self-drive and independently motivated and curious.
• Timely, reliable and responsive.
• Demonstrated strong written communication and excellent verbal skills.
• Adaptability, problem-solving, creative and innovative.
• Significant capacity for discretion and confidentiality of sensitive information/matters.
• Collaborative, participative and team-oriented.

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 June 7, 2023, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Executive-Assistant-and-Assistant-Registrar/48750







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