Executive Assistant and Office Coordinator

University of Colorado Boulder; Boulder (CO); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical and dental insurance

Tuition assistance

Paid time off

ECO Transit pass

Job summary

University of Colorado Boulder is seeking an Executive Assistant & Office Coordinator to support the Assistant Vice Chancellor of Admissions & Precollege and department Directors. The role blends calendar management, meeting coordination, and administrative projects to promote efficient processes.

The position offers a hybrid schedule (two days in the office, three days remote) with a start date anticipated in February.

Qualifications

• Bachelor’s degree required or equivalent combination of education and experience.
• Minimum 1 year of general clerical experience.
• 1 year of executive calendar management experience.
• Experience coordinating events, vendor relationships or operational logistics.
• Proficient with Microsoft Office Suite, including Outlook.

Responsibilities

• Manage executive calendar and provide project support for AV C and Directors.
• Coordinate All-Staff meetings, leadership retreats and events with logistics and materials.
• Prepare meeting agendas and notes; track tasks and deadlines.
• Oversee department procurement and office supplies; manage vendor relationships.
• Support onboarding and recruitment processes for leadership levels.

Skills

General clerical experience

Executive calendar management

Project coordination

Strong written and verbal skills

Organizational skills

Education

Bachelor’s degree in business administration, Public Administration, Organizational Leadership, or related field

Tools

Concur

Marketplace

OnBase

Slate

Asana

Job description

Job Summary

The Office of Admission at CU Boulder welcomes applications for theExecutive Assistant & Office Coordinator position! Reporting tothe Assistant Vice Chancellor of Admissions & Precollege, theExecutive Assistant and Office Coordinator provides administrativesupport to the Assistant Vice Chancellor and department Directorsthrough calendar and meeting coordination, taking meeting notes,preparation of materials, and special projects. The position alsohelps maintain administrative processes and documentation and workscollaboratively with the HR and Operations Manager, AdministrativeCoordinator, Office Services staff, and other Enrollment Managementcolleagues to promote consistent and efficient administrativepractices across Admissions & Pre-College.

Who We Are

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

From offering dozens of exciting programs in a range of academicfields, to serving as one of the world’s most dynamic research andinnovation hubs, to working closely through hundreds of publicoutreach efforts with communities across Colorado and the world, wetake pride in helping our students, faculty, staff, and partnersturn new insights into productive outcomes that change lives.

What Your Key Responsibilities Will Be

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

• Strategically manage calendar, meeting requests and schedulingsupport for the Assistant Vice Chancellor for Admissions &Precollege and provide scheduling support to department Directorsas assigned.
• Coordinate administrative logistics for Admissions &Precollege All-Staff meetings, leadership meetings, retreats andother area-wide gatherings, including scheduling, roomreservations, virtual meeting logistics, preparation of meetingmaterials (including agendas, presentations or other neededmaterials), managing food orders, parking arrangements and otherlogistical needs.
• Take and distribute meeting notes or minutes for designatedleadership, department and All-Staff meetings.
• Create the AVC’s travel expense reports.
• Manage the AVC’s Asana task lists, associated deadlines andpriority tasks.
• Assist the Assistant Vice Chancellor and Directors with specialprojects, administrative follow-up and coordination asrequested.

Procurement & Event Support

• Support purchasing needs for Admissions & Precollege asrequested by the AVC, Directors, event coordinators and the HR andOperations Manager, ensuring university fiscal and purchasingpolicies are followed.
• Manage a central annual events calendar for Admissions andPrecollege and ensure official function forms are completed aheadof event purchases and contracts are submitted in a timelymanner.
• Assess and coordinate operational logistics to supportdepartmental programs and events including vendor communication,contracts, scheduling, space and equipment needs, catering and allother logistics needs as requested by an event coordinator.
• Serve as department point of contact for vendors and campuspartners before and during major departmental events.
• Serve as a department procurement card holder and submit amonthly procurement card report.
• Responsible for inventory levels and purchasing for officesupplies and staff uniforms.
• Run occasional office purchase errands.
• Identify opportunities to coordinate or consolidate purchasesacross Admissions & Precollege to improve efficiency andmaximize university resources.

Office/Facilities Support

• Coordinate routine office and facilities needs and requestsacross Admissions & Precollege, working with appropriate campusand Enrollment Management partners.
• Coordinate access, workspace, supplies and other office-relatedneeds for new employees.
• Coordinate organization and maintenance of shared office andstorage spaces.
• Serve as a central point of contact for miscellaneousadministrative and operational requests and route requests to theappropriate staff member or campus unit when necessary.
• Maintain administrative resources, procedures and documentationrelated to assigned areas of responsibility.
• Serve as parking liaison for staff and manage the departmentparking pass check out process, and notify staff when on-campusparking will be affected by campus events.
• Serve as a key liaison.
• Manage door access for personnel and secure doors when officesare closed.
• Manage laptop and related IT equipment distribution andreturns, update the asset tracking software and manage anyassociated service tickets with campus IT.
• Represent the Admissions department on the EnrollmentManagement 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 upsupplies, mail packages, etc.
• Manage annual cleaning of recruitment tablecloths.
• Submit equipment disposal requests.

Administrative Processes and Team Support

• Monitor operational requests and proactively assist withmaintaining and improving administrative procedures and workflows,process documentation, shared resources and internal administrativeinformation for Admissions & Precollege.
• Support conference logistical processes, including support withconference-based receptions, session coordination, pre-andpost-meeting coordination.
• Assist with tracking administrative deadlines and ensuringrequired forms and documentation associated with meetings, eventsand other departmental activities are completed in a timelymanner.
• Provide administrative support for Director level or abovesearch processes, including assisting search committee chairs andhiring managers with scheduling candidate logistics and otheradministrative components of the search process.
• Provide administrative support for onboarding of AssociateDirectors and above as assigned.
• Participate in administrative process improvement and specialprojects designed to increase consistency and efficiency acrossAdmissions & Precollege.
• Cross-train with other administrative team members to providecontinuity and backup coverage for key administrativefunctions.
• Serve as backup support for the Administrative Coordinator, HRand Operations Manager and other administrative functions asassigned.

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

What You Should Know

• This is a hybrid position typically working two days in theoffice each week and three days remote, though on occasion theremay be additional days where this position will need to beon-campus to support office needs.
• This position will also come to campus for All-Hands-On-Deckevents.
• This position is expected to have a start date inFebruary.

What We Can Offer

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

Benefits

At the University of Colorado Boulder, we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical,dental, and retirement plans; generous paid time off; tuitionassistance for you and your dependents; and an ECO Pass for localtransit. As one of Boulder County’s largest employers, CU Boulder offers an inspiring academic community and access to world-classoutdoor recreation. In fact, CU Boulder has been named one of Forbes' America's BestLarge Employers, ranking #4 among large employers in Coloradoand #28 among universities nationwide. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be ambitious. Be inspired. Be Boulder.

What We Require

• Bachelor’s degree in business administration, Higher Education,Public Administration, Organizational Leadership, or a relatedfield. Equivalent combination of education and experience maysubstitute.
• One year of general clerical experience.
• One year of executive calendar management experience andexecutive project support.
• Experience with Microsoft Office Suite, including Outlook (orequivalent).
• Ability to run occasional errands as needed by thedepartment.

What You Will Need

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

What We Would Like You to Have

• Two years of general clerical experience.
• Two years of executive calendar management experience andexecutive project support.
• Experience coordinating events, vendor relationships oroperational logistics.
• Experience with University of Colorado policies andprocedures.
• Experience working in a large office with competingdeadlines.
• Experience with Concur, Marketplace, OnBase, Slate, Asana orsimilar administrative platforms.