Professional Assistant and Event Coordinator

University of Colorado Boulder; Boulder (CO); Hybrid; USD 52,000 - 56,000; Full time

Benefits offered by this job

Hybrid work option

Relocation assistance available

Job summary

The University of Colorado Boulder’s College of Engineering and Applied Science seeks a Professional Assistant to provide essential administrative support to the department Chair and Associate Chairs. The role includes scheduling, drafting correspondence, and leading planning for department meetings and events that involve students and faculty.

You will coordinate undergraduate recruitment events, maintain committee records, and assist with budget monitoring while supporting policy and outreach

Qualifications

• Three (3) years of relevant experience in a related administrative role.
• Must be a Colorado resident to apply.
• Strong verbal and written communication skills, in-person and online.

Responsibilities

• Provide scheduling support for the department Chair and Associate Chairs.
• Draft correspondence and assist with newsletters and reports as needed.
• Plan and coordinate departmental meetings, events, and activities.
• Coordinate undergraduate recruitment events and student engagement efforts.
• Maintain records of committee assignments and progress.
• Assist with inquiries from prospective students.
• Collaborate with the CEAE finance team to monitor the department budget.
• Support policy/bylaw revisions and external relations when required.

Skills

Communication

Multitasking

Attention to detail

Critical thinking

Video conferencing

Tools

Microsoft Word

Microsoft Excel

Job description

Job Summary

The Professional Assistant will serve as administrative support within the Department of Civil, Environmental & Architectural Engineering, with a primary focus on supporting the department Chair and Associate Chairs, as well as events and some student facing activities. This role will provide administrative and scheduling support for the Chair and Associate Chairs. The Professional Assistant will also take the lead in planning and coordinating departmental meetings, events and activities.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The Department of Civil, Environmental and Architectural Engineering's mission is the education of undergraduate and graduate students to become leaders in the professional practice of engineering, chipping in to technological advances that benefit humankind while enhancing the earth’s physical and biological resources. CEAE cultivates an environment of inclusivity and celebrates the growing diversity of our student body, as well as faculty and staff populations. We are committed to encouraging inclusive excellence and have adopted priorities to guide our values and practices.

Key Responsibilities

• Acts as the back-up for the Coordinator of Office Operations when necessary.
• Manages the scheduling for the department Chair. This includes student and faculty requests to meet with the Chair.
• Drafts Chair correspondence, including, but not limited to, newsletters, reports, and other correspondence as needed. Gathers necessary information for these communications.
• Reviews department policy as needed, and informs Chair, faculty, and staff of specific policies that are in place when questions arise. Assists Assoc Chairs with policy and bylaw revisions as needed.
• Coordinates strategic relations outside of the department with the external advisory board and other committees as needed.
• Undertakes other duties and responsibilities as assigned to support department administration leadership such as coordinating committee meetings.
• Monitors Chair’s progress toward faculty committee assignments. Maintains accurate records of committee assignments and data collection of committee progress.
• Schedules regular faculty meetings with Chair and Associate Chairs, and develops agendas; determines if staff should attend. Takes minutes at faculty meetings and posts minutes when required.
• Assists with inquiries from prospective students
• Maintains student break space and assists office coordinator with maintaining storefront

Meeting and Event Management

• Coordinates undergraduate student recruitment events and initiatives
• Attends the department Undergraduate Student Pathways committee meetings, organizes undergraduate student community building events, and participates in student retention initiatives
• Supports the planning and hosting of regular department meetings such as the faculty/staff retreat, faculty stories and Executive Committee meetings
• Organizes faculty events and coordinates team building events, external student events and other events as needed.
• Manages an annual budget to be used for student engagement and events. Communicates regularly with CEAE finance team to help maintain an appropriate budget
• Promotes events via email, print materials, the web, and various events calendars
• Coordinates catering orders
• Plans agendas and takes meeting notes

Other Duties

• Undertakes additional responsibilities as assigned.
• Participates in professional development and serves on college or campus committees as applicable.
• Recommends and implements process improvements to enhance department efficiency.
• Documents procedures and processes, ensuring they are accessible to the department.

What You Should Know

• This position may be eligible for a hybrid work modality, consistent with the College of Engineering and Applied Science Hybrid Work Policy.
• Target start date is January 1, 2027.

What We Can Offer

• The salary range for this position is $51,500-$56,000 (set based on pay equity and likely within the 1st quartile).
• Relocation assistance is available within department guidelines.
• If you have prior state-classified experience in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024.

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; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County’s largest employers, CU Boulder offers an inspiring academic community and access to world‑class outdoor recreation. In fact, CU Boulder has been named one of Forbes' America’s Best Large Employers, ranking #4 among large employers in Colorado and #28 among universities nationwide. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be driven. Be adaptable. Be Boulder.

What We Require

• Three (3) years of relevant experience in an occupation related to the work assigned to this position or an equivalent combination of education and experience.
• Must be a Colorado resident to apply.

What You Will Need

• Demonstrated ability to effectively communicate verbally and in writing, informally and formally.
• Ability to handle multiple tasks at once, and balance interruptions.
• Strong attention to detail and accuracy.
• Critical thinking and problem solving skills.
• Proficient in Microsoft applications, including Word and Excel.
• Sensitivity to and appreciation of cultural, political, and geographical differences, with ability to work well with faculty and staff from around the world.

What We Would Like You To Have

• Demonstrated editing skills to produce clear, complete, yet concise communications.
• Previous experience in a university setting.
• Experience facilitating events for large groups.
• Strong technical competence and an ability to navigate video conferencing systems.

We may request references at a later time.