Professional Assistant to Undergraduate Programs

University of Colorado; Boulder (CO); Híbrido; USD 52 000 - 55 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Medical insurance

Dental insurance

Retirement plan

Paid time off

Tuition assistance

ECO Pass

Resumo da oferta

University of Colorado Boulder’s Leeds School of Business seeks a highly organized Professional Assistant to support the Associate Dean and Executive Director of Undergraduate Programs. This full-time role coordinates calendars, meetings, travel, events, and student recognition, ensuring confidential handling of records and smooth program operations.

The position reports to the Executive Director for Undergraduate Programs and supports both the Associate Dean and Executive Director.

Qualificações

• Bachelor's degree in a related field or equivalent combination of education and experience.
• 2+ years of administrative experience in a professional setting.

Responsabilidades

• Provide responsive administrative support to senior leadership, prioritizing requests and managing confidential calendars.
• Draft agendas, briefing materials, and professional correspondence for internal and external meetings.
• Coordinate travel arrangements, reimbursements, and related expense reports.
• Maintain organized records, ensure FERPA compliance, and protect confidential information.
• Support student events, awards, and departmental meetings with logistics and materials.

Conhecimentos

Executive support

Calendar management

Meeting coordination

Communication

Multitasking

Discretion

Formação académica

Bachelor's degree

Ferramentas

Microsoft Office

Outlook

Excel

Word

PowerPoint

Salesforce

Descrição da oferta de emprego

Location

Location: Boulder, Colorado

Employment Type: University Staff

Schedule: Full-Time

Job Summary

The Leeds School of Business seeks a highly organized, diligent, and proactive Professional Assistant to the Associate Dean and Executive Director of Undergraduate Programs. This full-time position provides professional administrative support to Undergraduate Programs leadership and coordinates administrative operations, student recognition, events, and special projects. The Professional Assistant contributes to a welcoming and supportive environment for students, faculty, staff, and visitors while supporting efficient program operations and student success.

This position reports directly to the Executive Director for Undergraduate Programs and supports both the Associate Dean and Executive Director.

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

At Leeds, we have an outstanding vantage point, and while we’re located at the foot of the Rocky Mountains, we’re not talking about the scenery. Set in the heart of Boulder, Colorado-one of the nation's most vibrant business communities-Leeds offers unparalleled access to world-changing entrepreneurs, national research institutions and award-winning faculty!

What Your Key Responsibilities Will Be

Executive Support and Meeting Coordination

• Provide responsive administrative support to the Associate Dean and Executive Director, anticipate needs, and prioritize requests using sound judgment, discretion, and awareness of critical timelines.
• Proactively manage and maintain complex, confidential calendars; schedule appointments and meetings; and resolve scheduling conflicts in alignment with leadership priorities.
• Draft and prepare professional correspondence, meeting documents, and presentations that are accurate, clear, and aligned with leadership's voice.
• Prepare leadership for internal and external meetings by organizing agendas, compiling briefing materials, and providing relevant documents and background information in advance.
• Coordinate meeting logistics, confirm attendee participation, arrange rooms or virtual platforms, distribute materials, take and distribute minutes as needed, and track action items and follow-up.
• Coordinate travel arrangements, process reimbursements and related expense reports, and provide logistical support for the Associate Dean and Executive Director.
• Maintain organized digital and physical documents and records, protect confidential information and student records in accordance with university policies and FERPA, and ensure work products are accurate, timely, and complete.
• Purchase supplies, materials, and other approved items for leadership and Undergraduate Programs activities in accordance with Leeds and campus accounts payable policies.
• Coordinate with the accounts payable office and other campus units to resolve documentation questions and support compliance with purchasing, travel, and reimbursement procedures.

Student Events and Special Projects

• Coordinate travel, reimbursements, and logistics for Undergraduate Programs student events and activities, including Dean's Leadership Fellows and Dean's Student Cabinet.
• Coordinate administrative arrangements for the Dean's Leadership Fellows (DLF) leadership retreat, spring senior recognition event, and approved cohort activities, including travel, venue reservations, invitations, RSVP tracking, purchasing, approval paperwork, and payment follow-up.
• Maintain accurate Dean's Leadership Fellows cohort rosters and active participant lists.
• Record DLF participation and track leadership roles each semester using information provided by program leadership.
• Order DLF commencement cards and assist with commencement recognition.
• Provide administrative assistance to the Dean's Student Cabinet with established purchasing and reimbursement procedures; order approved event supplies and submit receipts to accounts payable.
• Provide logistical and administrative support for Undergraduate Programs meetings, workshops, and departmental events, including scheduling, attendee communications, materials, and event arrangements.
• Provide assigned administrative support for Business Leaders in Residence (BLIR), working with the events, career operations, and communications teams to maintain contact and registration lists, distribute approved invitations, track responses and attendance, and prepare event materials.
• Compile BLIR event feedback and attendance records, organize follow-up correspondence, and provide summaries to the staff responsible for program oversight.
• Provide administrative support for special projects as directed, including scheduling, document preparation, file maintenance, timeline tracking, and coordination of assigned tasks.

Academic Administration and Student Recognition

• Process faculty-submitted grade changes that require Dean's approval.
• Manage the Dean's List recognition process each semester by identifying eligible students, coordinating with the Registrar's Office for transcript updates, and sending notifications to recognized students.
• Serve as the Beta Gamma Sigma (BGS) Coordinator: identify and invite eligible students based on established academic criteria; upload student data to the BGS national database; order graduation stoles, certificates, and pins; and organize the induction ceremony and post-event reception.
• Provide administrative support to the Leeds recognition ceremony planning committee, order and coordinate undergraduate awards, prepare ceremony materials, and assist with assigned day-of logistics for awards and graduation ceremonies.
• Assist the Director of Undergraduate Student Services with administrative aspects of degree certification by organizing records, compiling requested information, tracking documentation, and routing questions for review.
• As assigned, support special projects and general operations of the Undergraduate Programs Office.

What You Should Know

• Hybrid work modality, with an average of 3 days on campus per week. Approximate schedule is Monday-Friday, 8am-5pm.
• Occasional evening and weekend work is required to support student-facing programs and events, averaging approximately four events per semester.

What We Can Offer

• The annual hiring range for this position is $52,000-$55,000. Relocation is available for eligible candidates within Leeds guidelines.

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 ambitious. Be pioneering. Be Boulder.

What We Require

• Bachelor's degree from an accredited institution and 2+ years of administrative experience in a professional setting.
• An equivalent combination of education and relevant professional experience may substitute.

What You Will Need

• Strong time management, multitasking, and prioritization skills, with the ability to coordinate multiple projects in a fast-paced environment.
• Proven ability to maintain outstanding attention to detail, organization, and follow-through.
• Proven success using critical thinking, analytical ability, and creative problem-solving skills.
• Ability to work independently and collaboratively, anticipate needs, and exercise sound professional judgment and discretion.
• Effective written and verbal communication and collaboration with a variety of partners, including students, faculty, staff, and external visitors.
• Dedication to an inclusive, welcoming, and supportive work environment.
• Promotes creating an inclusive environment to reflect our values and vision at Leeds.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, with aptitude to learn new software, including Salesforce.

What We Would Like You to Have

• Experience providing direct support to senior administrators, working in higher education, or using higher education policies, procedures, and software applications.
• 3+ years of relevant professional experience.