Professional Assistant to Undergraduate Programs

University of Colorado Boulder; Boulder (CO); Hybrid; USD 52,000 - 55,000; Full time

Benefits offered by this job

Hybrid work model

Tuition assistance

Job summary

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 administrative operations, events, and special projects to foster student success.

The position reports to the Executive Director for Undergraduate Programs and supports both the Associate Dean and Executive Director, ensuring timely, accurate work with discretion and

Qualifications

• Bachelor’s degree from an accredited institution and 2+ years of administrative experience.
• Equivalent combination of education and relevant professional experience may substitute.
• Strong time management, multitasking, and prioritization skills.
• Effective written and verbal communication; ability to collaborate with students, faculty, staff, and external visitors.

Responsibilities

• Provide responsive administrative support to leadership and manage calendars.
• Coordinate travel, reimbursements, and expense reports.
• Prepare briefing materials, agendas, and documents for meetings.
• Organize events and oversee student recognition programs.
• Maintain confidential records in compliance with FERPA and university policies.

Skills

Administrative support

Time management

Attention to detail

Communication

Independent & collaborative work

Discretion & judgment

Project coordination

Event planning

Education

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Salesforce

Job description

Job Summary

The Leeds School of Business seeks a highly organized, diligent,and proactive Professional Assistant to the Associate Dean andExecutive Director of Undergraduate Programs. This full-timeposition provides professional administrative support toUndergraduate Programs leadership and coordinates administrativeoperations, student recognition, events, and special projects. TheProfessional Assistant contributes to a welcoming and supportiveenvironment for students, faculty, staff, and visitors whilesupporting efficient program operations and student success.

This position reports directly to the Executive Director forUndergraduate Programs and supports both the Associate Dean andExecutive Director.

CU is an Equal Opportunity Employer and complies with allapplicable federal, state, and local laws governingnondiscrimination in employment. We are committed to creating aworkplace where all individuals are treated with respect anddignity, and we encourage individuals from all backgrounds toapply, including protected veterans and individuals withdisabilities.

Who We Are

At Leeds, we have an outstanding vista point, and whilewe’re located at the foot of the Rocky Mountains, we’re not talkingabout the scenery. Set in the heart of Boulder, Colorado—one of thenation’s most vibrant business communities—Leeds offersunparalleled access to world-changing entrepreneurs, nationalresearch institutions and award-winning faculty!

What Your Key Responsibilities Will Be

Executive Support and Meeting Coordination

• Provide responsive administrative support to the Associate Deanand Executive Director, anticipate needs, and prioritize requestsusing sound judgment, discretion, and awareness of criticaltimelines.
• Proactively manage and maintain complex, confidentialcalendars; schedule appointments and meetings; and resolvescheduling conflicts in alignment with leadership priorities.
• Draft and prepare professional correspondence, meetingdocuments, and presentations that are accurate, clear, and alignedwith leadership’s voice.
• Prepare leadership for internal and external meetings byorganizing agendas, compiling briefing materials, and providingrelevant documents and background information in advance.
• Coordinate meeting logistics, confirm attendee participation,arrange rooms or virtual platforms, distribute materials, take anddistribute minutes as needed, and track action items andfollow-up.
• Coordinate travel arrangements, process reimbursements andrelated expense reports, and provide logistical support for theAssociate Dean and Executive Director.
• Maintain organized digital and physical documents and records,protect confidential information and student records in accordancewith university policies and FERPA, and ensure work products areaccurate, timely, and complete.
• Purchase supplies, materials, and other approved items forleadership and Undergraduate Programs activities in accordance withLeeds and campus accounts payable policies.
• Coordinate with the accounts payable office and other campusunits to resolve documentation questions and support compliancewith purchasing, travel, and reimbursement procedures.

Student Events and Special Projects

• Coordinate travel, reimbursements, and logistics forUndergraduate Programs student events and activities, includingDean’s Leadership Fellows and Dean’s Student Cabinet.
• Coordinate administrative arrangements for the Dean’sLeadership Fellows (DLF) leadership retreat, spring seniorrecognition event, and approved cohort activities, includingtravel, venue reservations, invitations, RSVP tracking, purchasing,approval paperwork, and payment follow-up.
• Maintain accurate Dean’s Leadership Fellows cohort rosters andactive participant lists.
• Record DLF participation and track leadership roles eachsemester using information provided by program leadership.
• Order DLF commencement cards and assist with commencementrecognition.
• Provide administrative assistance to the Dean’s Student Cabinetwith established purchasing and reimbursement procedures; orderapproved event supplies and submit receipts to accountspayable.
• Provide logistical and administrative support for UndergraduatePrograms meetings, workshops, and departmental events, includingscheduling, attendee communications, materials, and eventarrangements.
• Provide assigned administrative support for Business Leaders inResidence (BLIR), working with the events, career operations, andcommunications 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, organizefollow-up correspondence, and provide summaries to the staffresponsible for program oversight.
• Provide administrative support for special projects asdirected, including scheduling, document preparation, filemaintenance, timeline tracking, and coordination of assignedtasks.

Academic Administration and Student Recognition

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

What You Should Know

• Hybrid work modality, with an average of 3 days on campus perweek . Approximate schedule is Monday-Friday, 8am-5pm.
• Occasional evening and weekend work is required to supportstudent-facing programs and events, averaging approximately fourevents 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 Leedsguidelines.

Benefits

At the University of Colorado Boulder , we arecommitted to supporting the holistic health and well-being of ouremployees. 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 andprograms 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+ yearsof administrative experience in a professional setting.
• An equivalent combination of education and relevantprofessional experience may substitute.

What You Will Need

• Strong time management, multitasking, and prioritizationskills, 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, andcreative problem-solving skills.
• Ability to work independently and collaboratively, anticipateneeds, and exercise sound professional judgment anddiscretion.
• Effective written and verbal communication and collaborationwith a variety of partners, including students, faculty, staff, andexternal visitors.
• Dedication to an inclusive, welcoming, and supportive workenvironment.
• Promotes creating an inclusive environment to reflect ourvalues 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.