**Professional Assistant** **Requisition Number:** 61715 **Location:** Boulder Colorado **Employment Type:** University Staff **Schedule:** Full Time **Posting Close Date:** 09-Feb-2025 **Date Posted:** **Job Summary** The University of Colorado Boulder encourages applications for a **Professional Assistant** position! This role is responsible for a broad range of professional and executive level functions for the University Memorial Center (UMC) including coordinating the administrative responsibilities for the UMC Leadership Team, organizing events and meetings, and is relied upon to maintain accurate and up-to-date schedules, calendars, notes, and travel arrangements to ensure the UMC Director is organized and prepared each day. Additionally, this role will collaborate on specialized projects such as the research and writing of the UMC's history, assisting with the annual report, and actively supporting the administrative functions for construction projects. The Professional Assistant will work independently and be relied upon to facilitate the strategic goals and objectives of the UMC and the associated Division of Student Affairs. This position needs to effectively prioritize tasks in a dynamic environment, and will need, or have the ability to develop, a significant level of knowledge of university policies and procedures in order to work effectively with UMC building vendors and tenants, campus partners, students, and community members. 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 **Division of Student Affairs** consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder. The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT). With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.Known as the campus "living room," thousands of people visit the **University Memorial Center (UMC)** every day to grab a bite to eat, enjoy free entertainment, shop the retail stores, study with free wireless internet, or just hang out.With a wide variety of student services and student group offices in the building and active student governance, the UMC is an exciting center for activism and community interaction. As a designated multicultural center, we celebrate diversity through food, dance, art, music, and the free exchange of ideas. **What Your Key Responsibilities Will Be** **_Executive Level Support:_** + Serves as the principle administrative contact and liaison between the UMC main office, the university, and external constituents, communicating effectively with all internal and external customers by phone, email, and in-person. + Coordinates and maintains complex calendars for UMC Director, Leadership Team members, and main office staff. This includes setting up leadership-level meetings for multiple attendees, securing conference rooms, and organizing general calendar workflow and determining priorities for calendaring, ensuring that all materials needed for appointments/meetings are ready and available in a timely fashion. + Gathers and analyzes data and information concerning projects and daily activities to independently make decisions and appropriate recommendations to ensure matters are addressed and kept on target. + Provides administrative support to UMC Leadership Team (LT); prepare agendas, minutes, and maintain a running list of action items and decisions, following up with directors on timelines. + Ensures meetings and events involving the LT are supported at the highest level, and anticipates needs and prepares materials well in advance. + Responsible for daily decision-making and problem resolution in UMC main office and will make decisions independently to reflect the best interest of the office and UMC. + Ensures the UMC Director and senior level staff are informed of developing and ongoing issues and prioritizes business which requires their action and attention. + Arranges travel for Director and UMC staff as needed. Stays current with travel policies and provides guidance on appropriate practices. Reconciles travel expenses with Concur Expense System, as appropriate. + Represents and works effectively with all internal and external customers of the UMC by phone, email, and in-person. Writes and edits communication and correspondence as needed. **_Administrative Management:_** + Creates a welcoming environment by greeting visitors and responding to inquiries, requests, and complaints. + Assists with presentation preparation and responsible for meeting logistics, including room scheduling, AV, copies of materials, etc. + Assists with major department events, including all-UMC staff meetings, building dedications and construction, and staff appreciation. + Coordinates functionality of UMC main office, including office coverage. + Serves as a resource to UMC staff for purchasing items through the university system. + Manages office supplies inventory, ordering, and maintenance for the UMC main office and other units in the department. + Monitors the employee breakroom to ensure it is clean, welcoming, and has updated employee information. + Orders, organizes, and distribute staff apparel for all UMC units. This includes gathering staff information and feedback, coordinating distribution, and following university procurement guidelines. + Serves as a liaison for campus department communication and coordination as needed (example: Parking Services, Office of Information Technology, etc...) + Reviews internal administrative procedures, policies and processes and recommends revisions or updates as needed. Implements procedural or policy changes to improve administrative office management operations. **_Special Projects:_** + Serves as administrative support and an integral player in UMC projects but developing reports and assisting with budget development for new projects. + Supports Veteran Memorial Lounge artifact inquiries, maintains documentation of loaned artifacts, and distributes items in coordination with entities as needed. + Facilitates communication with building users regarding any potential impacts due to projects or inclement weather. + Coordinates events, meetings, and workshops with the UMC and other university departments and external professional organizations. + Serves as logistical coordinator for leadership team and manager job searches, arrange candidate interviews, manages travel and reimbursements, invite appropriate UMC staff and campus partner participation, collect and synthesize feedback. + Coordinates outreach to student unions and professional organizations when needed to assist with reports, long-term planning, benchmarking, etc. + Researches standard processes, benchmarks, and trends at peer campuses' student unions and summarizes findings into actionable items and recommendations. + Supports the coordination of the UMC annual report including data collection and synthesis and identification of trends and recommendations. Prepares report for distribution to UMC staff, university, and public. + Assists with special initiatives and projects, such as coordination of office moves and renovations, one-time conferences and events, compiling data to meet campus or System requests, organizational restructures, consultants, and related projects. **_UMC Board and CU Student Government Support:_** + Coordinates logistics for UMC Board meetings, committee meetings, and related administrative support. + Coordinates the administrative and communication functions of the UMC Joint Board, CU's Student Government (CUSG) governing board. + Remains current on all CUSG legislative changes and serves as liaison to full-time staff in CUSG. Ensures UMC senior leadership is aware of new and changing legislation that affects the UMC and its operations and budget. + Collects, tracks, and manages all historic and current CUSG legislation impacting the UMC. **What You Should Know** + Primary work hours are 8:00 AM - 5:00 PM during the academic year (fall and spring semesters). Modified summer hours are 7:30 AM - 4:30 PM. + Hours may fluctuate based upon work priorities and demands of meetings and special events. + This is an in-person position working on the CU Boulder campus. **What We Can Offer** The salary range for this position is $51,000 to $55,000 annually. Onboarding assistance is available within Student Affairs division guidelines.Our outstanding benefits include: + Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year. + Access to medical, vision, dental and life insurance. + Tuition reimbursement. + A 10% employer contribution retirement plan. + EcoPass for free RTD rides. + Opportunity for career growth within the division of student affairs and the CU Boulder campus! **Benefits** The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/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 (https://www.colorado.edu/about) . **Be Statements** Be collaborative. Be game-changing. Be Boulder. **What We Require** + Bachelor's Degree or an equivalent combination of education and experience may substitute for the degree on a year for year basis. + One year of experience related to the responsibilities of the position. Graduate assistant work will also be considered. **What You Will Need** + A high level of discretion, judgment, and confidentiality. + Flexibility and adaptability while working in a fast-paced, dynamic environment. + Demonstrated ability to effectively manage an executive's calendar. + Excellent organization and project management skills. + Demonstrated ability to analyze data, think critically, summarize, identify actionable and supported recommendations, and problem-solve independently. + Ability to work effectively in a demanding environment, balancing multiple priorities and meeting goals. + A high level of attention to detail including the ability to proofread and edit materials. + Strong written and verbal communication skills, including ability to appropriately tailor communication methods based on audience. + Ability to provide and contribute to a welcoming and inclusive environment which serves a diverse customer and employee base. + Demonstrated skill in Microsoft Word, Excel and PowerPoint. **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 February 9, 2025 for consideration. Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs. (http://www.colorado.edu/jobs/) In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information. **To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Professional-Assistant/61715 (https://apptrkr.com/5954178)** Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency (https://www.jobelephant.com/) jeid-8c352942a245ed4ea2f5a2055c781da0 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.