Academic Administrative Assistant
Job Title: Academic Administrative Assistant
Department: Organismal Biology & Ecology
Campus Location: Main Campus
FLSA Status: Nonexempt/ Hourly
Position Type/ Work Schedule
1892.8 Hours per year
12 Months per year
39.4 Hours per week (Estimated)
About Us
At Colorado College, 2,300 students learn and live on our beautiful 99-acre campus in downtown Colorado Springs. We attract top students seeking new perspectives with an array of experiential learning opportunities possible only in an immersive learning environment. Here, students take only one class at a time to facilitate deep exploration of a topic. We call this the Block Plan. This unique approach allows members of our campus community to share a rhythm of experience as we work together to fulfill our mission.
Job Summary
The Academic Administrative Assistant supports the daily operations of the Organismal Biology & Ecology department, providing essential administrative support to faculty, staff, and students. This role ensures the department runs efficiently by managing communications, coordinating logistics, and maintaining organizational systems. Serving as the primary point of contact, the assistant facilitates interactions between the department and other campus offices, students, and external partners, helping to foster a collaborative and responsive academic environment.
Responsibilities
Manage, monitor, and organize the departmental budget, including the operating budget, endowed/gift, and faculty research funds. Prepare and execute Concur, Summit for student prizes and research stipends, reimbursements, honoraria, journal entries, requisitions, and purchase orders, and reconcile P-cards for staff monthly.
Assist with recruiting, hiring, and training of staff and students, approve time sheets, provide work direction, constructive feedback and problem-solving assistance for student workers and paraprofessionals.
Organize and execute endowed lectures, class visitors, and distinguished guests. Room reservations, facilities setup, refreshments/catering, audiovisual equipment reservations and troubleshooting; transportation, hotel room and restaurant reservations as needed. Event promotion: Poster and email campaign design and distribution on campus and to the broader community; campus digest postings. Food/catering for department and student meetings.
Collaborate with the department Chair in the management of the personnel planning form, block visitors, graduation requirement checks, course schedule, catalog of courses, classroom assignments, faculty reviews (third year, tenure, promotion, and senior lecturer), faculty searches, student funding, department meetings, and external reviews. Collaborate with faculty in all aspects for class field trips.
Collaborate with the Registrar, Human Resources, Student Employment, Dean's office, Communications, Events, Field Studies, Finance Offices, Facilities, and Campus Safety on processes. Act as liaison between visitors, students, parents, faculty, and community. Edit and maintain department website, listserv, and Stellic to keep major information up to date.
Minimum Qualifications
High school degree
Four years of general clerical or administrative service experience, which includes one year of experience supporting the day-to-day functions of a department, office, or program (ex. developing/improving program operations, event planning, calendaring, inventory control of office supplies)
Experience with Microsoft Office Suite
Skilled in oral and written communication with the ability to write and conduct daily communications
Communication and interpersonal skills
Skilled in utilizing organizational and time-management skills
Ability to be a self-motivated and proactive learner
Skilled in collaboration with a variety of individuals
Possesses a high level of self-direction, attention to detail, able to work independently and execute multiple deliverables at any given time
Preferred Qualifications
Associates degree / some college
Additional years of experience
Background in higher education
Having the skills, knowledge and attitudes necessary to effectively interact with and meet the needs of individuals with various cultural backgrounds.
Applicants are welcome to apply even if you do not meet the preferred qualifications. We value diverse perspectives and encourage individuals with a genuine interest in the role to submit their applications.
Application Instructions
Application Deadline - last day to submit an application: 11/15/2025
This position is not eligible for visa sponsorship.
In alignment with our commitment to reduce potential bias in hiring, applicants may redact any information that discloses their age, date of birth, or dates of attendance/graduation from educational institutions on resumes, certifications, transcripts, or other application materials. There will be no penalties for the omission of such information.
Anticipated Hiring Salary Range:
$20.75 to $24.69 per hour
What We Offer:
As part of the total compensation for Staff and Faculty roles, we offer a competitive benefits package including:
Medical, Dental, and Vision Insurance
Paid vacation and sick time - accrual of 0.085 vacation hours for each hour worked and 0.0462 hours of sick time for each hour worked
Paid seasonal breaks and holidays
403(b) retirement plans where employees contribute 5% of pay and CC contributes 10%
Tuition benefits for employee and eligible dependents
Public Service Loan Forgiveness (PSLF) Assistance Program
Wellness benefits include free access to the sports center, swimming pool, arts and crafts, outdoor programs, and financial consultants
Accommodation Statement:
In compliance with the Americans with Disabilities Act (ADA), the Rehabilitation Act of 1973, and Colorado College's policies, if you have a disability and would like to request an accommodation in order to apply for a position with Colorado College, or if you cannot use the online application system, please contact the Office of Human Resources at (719) 389-6421 or mailto:HR@ColoradoCollege.edu
E-Verify Information:
This organization participates in E-Verify. For more information, visit http://www.e-verify.gov.
Benefit Information:
Please refer to https://mybensite.com/coloradocollege/
Leave Information:
Please refer to https://www.coloradocollege.edu/basics/welcome/leadership/policies/vacation-leave-and-accrual.html
To apply, please visit: https://apptrkr.com/6660338
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