Temporary Program Administrative Assistant
Requisition Number: 65302
Location: Boulder Colorado
Employment Type: Temporary Staff
Schedule: Part Time
Posting Close Date: 01-Jul-2025
Date Posted:
Job Summary
The Department of Chemistry is seeking a proactive and detail-oriented Program Administrative Assistant to join our collaborative team! This dynamic role offers the opportunity to contribute meaningfully to the department's academic mission by supporting a wide range of operational, administrative, and communication functions.
As the Program Administrative Assistant, you will serve as a central hub for departmental activity, coordinating high-profile seminar programs, coordinating event logistics, maintaining the department's web presence, and providing essential support to faculty, staff, students, and guests. You will also ensure the smooth operation of the front office while implementing systems that improve efficiency across the department.
This is an excellent opportunity for someone looking to build a versatile skillset in higher education administration, with hands-on experience in areas such as event coordination, executive support, digital communications, and process improvement. If you're organized, resourceful, and passionate about supporting a thriving academic community, we encourage you to apply.
This is a temporary 50% appointment. This position is expected to begin on August 1, 2025.
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 Chemistry emphasizes knowledge of the basic principles of chemistry, including atomic and molecular theory, the states of matter, and reactivities and properties of chemical substances. Students study the basic subfields of chemistry, such as organic, physical, analytical, and inorganic chemistry, all while developing the mathematical skills to understand fundamental chemical relationships and to manipulate experimental data. Graduates also learn safe chemical practices, including handling waste, safety equipment, assembling chemical apparatus, and designing experiments.
What Your Key Responsibilities Will Be
Administrative and Front Office Support
Provide comprehensive administrative support to the Department Chair, Associate Chairs, faculty, and staff, ensuring smooth operations and efficient workflow.
Greet and welcome students, faculty, staff, and visitors courteously and professionally.
Address and resolve inquiries with reliability and accuracy.
Oversee mailroom operations and maintain a polished and professional front office environment.
Maintain office supply orders and office equipment.
Develop and maintain departmental directories, documents, and forms.
Coordinate and optimize Chemistry building scheduling and space utilization using EMS
Efficiently review and prioritize incoming requests via email, request forms, or phone, ensuring timely and appropriate responses.
Oversee the organization, storage, and security of departmental documents.
Implement digital systems and procedures for easy document access and retrieval.
Seminar Program Support
Support the department's seminar program, including visitor travel arrangements and event logistics.
Carefully handle complex domestic and international itineraries.
Collaborate with faculty to identify seminar dates and speakers at the start of each semester within the academic year.
Proactively communicate with visiting guest lecturers to arrange accommodation and travel arrangements.
Ensure excellent guest experience and attention to event details.
Identify acceptable expenses in concert with visitors and communicate with the finance team to process timely reimbursement.
Website Management
Collaborate with the Operations team to ensure the accuracy and relevance of the department website.
Add new content, update existing content, and remove outdated information.
Regularly back up the website to ensure data can be restored in case of a failure or being hacked.
Check for broken links and update or remove them.
Conduct regular reviews of the website to ensure mobile optimization, accessibility, and make design changes to improve navigation and usability.
Generate regular reports to understand performance trends and areas for improvement.
Event Coordination
Plan, organize, and implement departmental events, including seminars, recruitment sessions, graduation ceremonies, and staff and faculty appreciation events.
Coordinate venue bookings and logistics to ensure smooth event execution.
Communicate with partners and manage resources to deliver high-quality events.
Evaluate event outcomes and use feedback to improve future events.
Expense Review and Reimbursements
Assist in reimbursement requests and expense reports, ensuring compliance with university policies, for faculty, staff, students, and guests of the department.
Provide training on documentation and submission procedures.
Identify process improvements and partner with finance offices for efficient processing.
Facilities Support
Manage, clean, and organize the front desk and waiting area.
Manage, clean, and organize the staff breakroom, including recycling bins.
Coordinate with facility services to address maintenance issues and enhancements.
Ensure compliance with safety standards and facilitate communication between department staff and building management.
What You Should Know
This position is expected to require between 20-28 hours weekly, based on department needs, with a typical Monday-Friday work schedule.
This is an on-site position.
What We Can Offer
The starting pay for this position is $20-$22 per hour.
Benefits
Temporary positions at the University of Colorado are not benefits-eligible, however, all positions are eligible for paid sick leave (https://www.colorado.edu/hr/leave#sick-89) .
Be Statements
Be ambitious. Be game-changing. Be Boulder.
What We Require
High School Diploma
1 year of experience in office administration, clerical work, or a related position.
What You Will Need
Strong customer service and interpersonal skills.
Proficiency in using computers and other office equipment.
Basic knowledge of Microsoft Office and Google Docs.
Special Instructions
To apply, please submit the following materials:
A current resume.
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 July 1st, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs (https://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/Temporary-Program-Administrative-Assistant/65302 (https://apptrkr.com/6306902)
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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.
