Location: Boulder, CO, USA
Administrative Assistant III, Infrastructure & Sustainability
Posting Close Date:
The Vice Chancellor's Office for Infrastructure & Sustainability encourages applications for an Administrative Assistant III! This position provides professional administrative support to the Vice-Chancellor of Infrastructure & Sustainability (VCIS), Special Assistant to the Vice-Chancellor of Infrastructure & Sustainability, and the Chief Sustainability Officer (CSO). You will be encouraged to operate with a high level of discretion and confidentiality, and independently exercise professional judgment. This includes providing administrative and receptionist support, facilitating communications, calendaring, procurement tasks and other duties that support the mission of the I&S division. The Administrative Assistant will serve as the department's first point of contact, which requires the ability to identify confidential topics and to conduct oneself with a professional attitude at all times.
Who We Are
In the Vice Chancellor's Office for Infrastructure and Sustainability, we help make sure that campus life surges forward every day as efficiently as possible. Take a glance around. Our work is visible in the stunning campus architecture, the pristine lawns, the clean classrooms, the safe lab environments and more. We make sure the lights come on and the buildings are heated. But we don't just make sure things work. In everything we do, we strive to do it in a way that enhances the safety, sustainability, and resiliency of the CU Boulder community. Welcome. Be Boulder.
The Office of Infrastructure and Sustainability (I&S) oversees an annual operating budget of $112 million. Areas of responsibility include long-range capital planning, real estate development, architecture, design and construction, the operation and maintenance of all campus facilities and utilities, transportation services, workplace accident prevention and the creation of a safe working environment for campus employees, environmental health and safety, campus logistics, and efforts around sustainability and resiliency.
What Your Key Responsibilities Will Be
+ Handle complex calendars for the Vice-Chancellor of Infrastructure and Sustainability (VCIS) and the Chief Sustainability Officer (CSO). This includes: setting up meetings for multiple attendees, verifying attendance, securing appropriate meeting spaces such as AV considerations and location with respect to adjacent meetings, coordinating general calendar workflow, as well as determining priorities for calendaring and ensuring all materials needed for appointments/meetings are ready and available in a timely fashion.
+ Responsible for general meeting logistics: ensure all meeting attendees are advised; proactively collect and dispense meeting materials in advance; take meeting minutes and disseminate them afterward.
+ In addition to managing the VCIS calendar in Outlook, replicate all materials, biographies, and background information for the VCIS in OneNote.
+ Ensure meetings are well planned to improve the VCIS and CSO's efficiency.
+ Perform front line receptionist duties; greet and interact with constituents and others by telephone, in-person or written correspondence. Ascertain the nature of the inquiries and assure that issues are addressed as directed.
+ Provide office support; faxing, emailing, photocopying, and material distribution.
+ Maintain filing system for the VCIS, Special Assistant to the VCIS, and the CSO.
+ Handle the VCIS Admin email account and reception line.
+ Upload materials in BoardDocs for Regent Finance Committee meetings and subsequent BOR meetings. This requires utmost integrity coordinating with the chancellor's staff and CU System personnel and may contain access to confidential materials.
Event Support and Program Support
+ Support scheduling of gatherings, including staff meetings, faculty seminars, student groups and outreach efforts, as appropriate. On occasion, event support may also include catering options, set up and clean up, as well as occasional work on evenings.
+ Assist in the organization of large scale events as part of the VCIS team of staff members. This might include town halls, forums, retreats, etc.
+ Responsible for purchase requests/orders, expense vouchers, vendor set-up, and official functions.
+ Maintain accurate A-Card records of purchases (charges). Collect, organize, reconcile, and store all receipts each month for the VCIS, Special Assistant to the VCIS, and the CSO.
+ Responsible for timely reallocation of charges and for up-to-date knowledge, comprehension, and compliance with A-Card policies and procedures.
+ Execute travel authorization, conference registration, and reconcile travel expenses using the online CU Concur system.
Other Duties as Assigned.
What You Should Know
This position may be required to work evenings on occasion.
What We Can Offer
Salary Range Starts at $45,000, commensurate with experience.
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 Effective. Be Flexible. Be Boulder.
What We Require
+ Three years of general clerical experience.
+ Substitution: 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.
+ Must be a Colorado resident.
What You Will Need
+ Ability to work independently with minimal supervision, and initiative.
+ Excellent attention to detail, and ability to prioritize.
+ Experience with common office equipment, desktop computer hardware/software and familiarity with common administrative/office support software applications, e.g., Office365, Microsoft Word, Excel, PowerPoint, Access, Outlook, OneNote and Publisher, Concur and Salesforce.
+ Proven history of collaborative, collegial, and cooperative working relationships with professional peers, community constituencies, and external agencies/entities.
+ Effective interpersonal skills using clear and concise verbal and written forms of communication.
What We Would Like You To Have
+ Bachelor's Degree.
+ Prior experience with CU personnel and systems.
+ Prior experience in higher education.
+ Interest in or experience with sustainability, resiliency, environmental health and safety, construction or facilities management.
To apply, please submit the following materials:
1. A current resume. Must include date ranges and whether full time or part time work.
2. A cover letter that specifically addresses the job requirements and outlines qualifications.
3. DD-214 for veteran applicants.
a.Qualified veterans are eligible for veteran's preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to Recruiting@Colorado.Edu or send via fax at 303-492-4693 and reference the job to which you are applying.
4. If using the educational substitution for experience: proof of degree or transcripts.
You will not be asked to upload references at this time.
Please apply by January 6, 2020, for consideration.
Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
Select here for additional information regarding Classified Staff positions: www.cu.edu/cu-careers/special-instructions-classified-staff-applicants
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@Colorado.Edu
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.
The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.