Executive Assistant and Office Coordinator

As one of only 35 U.S. public research institutions in the Association of American Universities (AAU), CU Boulder is about realizing the positive impacts of new knowledge.

From offering dozens of exciting programs in a range of academic fields, to serving as one of the world's most dynamic research and innovation hubs, to working closely through hundreds of public outreach efforts with communities across Colorado and the world, we take pride in helping our students, faculty, staff, and partners turn new insights into productive outcomes that change lives.

Assistant Vice Chancellor (AVC) Calendar Management and Support, including some Director support

• Strategically manage calendar, meeting requests and scheduling support for the Assistant Vice Chancellor for Admissions & Precollege and provide scheduling support to department Directors as assigned.
• Coordinate administrative logistics for Admissions & Precollege All-Staff meetings, leadership meetings, retreats and other area-wide gatherings, including scheduling, room reservations, virtual meeting logistics, preparation of meeting materials (including agendas, presentations or other needed materials), managing food orders, parking arrangements and other logistical needs.
• Take and distribute meeting notes or minutes for designated leadership, department and All-Staff meetings.
• Create the AVC's travel expense reports.
• Manage the AVC's Asana task lists, associated deadlines and priority tasks.
• Assist the Assistant Vice Chancellor and Directors with special projects, administrative follow-up and coordination as requested.

Procurement & Event Support

• Support purchasing needs for Admissions & Precollege as requested by the AVC, Directors, event coordinators and the HR and Operations Manager, ensuring university fiscal and purchasing policies are followed.
• Manage a central annual events calendar for Admissions and Precollege and ensure official function forms are completed ahead of event purchases and contracts are submitted in a timely manner.
• Assess and coordinate operational logistics to support departmental programs and events including vendor communication, contracts, scheduling, space and equipment needs, catering and all other logistics needs as requested by an event coordinator.
• Serve as department point of contact for vendors and campus partners before and during major departmental events.
• Serve as a department procurement card holder and submit a monthly procurement card report.
• Responsible for inventory levels and purchasing for office supplies and staff uniforms.
• Run occasional office purchase errands.
• Identify opportunities to coordinate or consolidate purchases across Admissions & Precollege to improve efficiency and maximize university resources.

Office/Facilities Support

• Coordinate routine office and facilities needs and requests across Admissions & Precollege, working with appropriate campus and Enrollment Management partners.
• Coordinate access, workspace, supplies and other office-related needs for new employees.
• Coordinate organization and maintenance of shared office and storage spaces.
• Serve as a central point of contact for miscellaneous administrative and operational requests and route requests to the appropriate staff member or campus unit when necessary.
• Maintain administrative resources, procedures and documentation related to assigned areas of responsibility.
• Serve as parking liaison for staff and manage the department parking pass check out process, and notify staff when on-campus parking will be affected by campus events.
• Serve as a key liaison.
• Manage door access for personnel and secure doors when offices are closed.
• Manage laptop and related IT equipment distribution and returns, update the asset tracking software and manage any associated service tickets with campus IT.
• Represent the Admissions department on the Enrollment Management Emergency Notification team.
• Process all non-college fair mail.
• Oversee inventory of office spaces and supplies.
• Run errands, as needed; this may include trips to pick up supplies, mail packages, etc.
• Manage annual cleaning of recruitment tablecloths.
• Submit equipment disposal requests.

Administrative Processes and Team Support

• Monitor operational requests and proactively assist with maintaining and improving administrative procedures and workflows, process documentation, shared resources and internal administrative information for Admissions & Precollege.
• Support conference logistical processes, including support with conference-based receptions, session coordination, pre-and post-meeting coordination.
• Assist with tracking administrative deadlines and ensuring required forms and documentation associated with meetings, events and other departmental activities are completed in a timely manner.
• Provide administrative support for Director level or above search processes, including assisting search committee chairs and hiring managers with scheduling candidate logistics and other administrative components of the search process.
• Provide administrative support for onboarding of Associate Directors and above as assigned.
• Participate in administrative process improvement and special projects designed to increase consistency and efficiency across Admissions & Precollege.
• Cross-train with other administrative team members to provide continuity and backup coverage for key administrative functions.
• Serve as backup support for the Administrative Coordinator, HR and Operations Manager and other administrative functions as assigned.

Other Duties as Assigned, including participating at All-Hands on Deck events on campus.

• This is a hybrid position typically working two days in the office each week and three days remote, though on occasion there may be additional days where this position will need to be on-campus to support office needs.
• This position will also come to campus for All-Hands-On-Deck events.
• This position is expected to have a start date in February.

The annual salary range for this position is $60,000 - $70,000.

• Bachelor's degree in business administration, Higher Education, Public Administration, Organizational Leadership, or a related field. Equivalent combination of education and experience may substitute.
• One year of general clerical experience.
• One year of executive calendar management experience and executive project support.
• Experience with Microsoft Office Suite, including Outlook (or equivalent).
• Ability to run occasional errands as needed by the department.

• Demonstrated ability to coordinate multiple projects and priorities simultaneously.
• Strong organizational and program-solving skills.
• Strong written and verbal communication skills.
• Close attention to detail.
• Ability to work independently.

• Two years of general clerical experience.
• Two years of executive calendar management experience and executive project support.
• Experience coordinating events, vendor relationships or operational logistics.
• Experience with University of Colorado policies and procedures.
• Experience working in a large office with competing deadlines.
• Experience with Concur, Marketplace, OnBase, Slate, Asana or similar administrative platforms.