Front Desk Administrative Support

Job Summary

The Laboratory for Atmospheric and Space Physics (LASP) is encouraging applications for a Front Desk Administrative Support position! This position is responsible for providing administrative support to LASP including access control, and event management for various functions across all LASP facilities. This position provides front line support and coverage. This individual provides excellent customer service, information and assistance to students, staff, faculty, and customers. This individual is responsible for data entry, filing and records maintenance, mailings, etc. and will also provide office support for LASP staff in planning logistics for meetings and events.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

LASP at the University of Colorado Boulder (CU) began in 1948, a decade before NASA. We are the world’s only academic research institute to have sent instruments to all eight planets and Pluto.

What Your Key Responsibilities Will Be

• Provide front line support and customer service to graduate students, staff, and faculty, including answering phone calls, e-mails, assisting walk in visitors, etc. for both on campus and distance students, often providing coverage at front desk.
• Provide information to constituents regarding LASP rules, requirements, and procedures.
• Provide direction, resources, and next steps to students, staff, and faculty with questions and issues, referring them to staff members and other departments as necessary.
• Welcome visitors/non‐LASP persons by assisting with badges and parking permit creation, including logging in and out of visitors.
• Maintain export control requirements by requesting citizenship/permanent residency status on visitor logs and appropriately badging U.S. and non‐U.S. persons.
• Coordinate distribution of internal LASP mail, including delivering mail to the various LASP buildings.
• Built and distribute the weekly newsletter to the employees to include the events, seminar and public lectures of the scientists.
• Complete campus “run” by delivering urgent LASP mail, cash deposits, keys, and other items to main campus buildings/departments.
• Assist HR in processing of new hires, including taking new hires to the Buff OneCard office.
• Coordinate with OIT on all new or change phone orders.

Events Support

• Assist Support and Services manager with LASP events from inception through completion.
• At the direction of the Operations Support and Services manager, support CU and LASP Events Hosts and Coordinators. Conducts set-up and take-down of programs and events. Process event calendaring, meeting room applications, schedules, and triage conflicts.
• Liaise with clients to identify their needs and to exceed customer satisfaction.
• As needed, organize facilities and all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, and promotional material.
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
• Provide excellent communication to the lab on event details and dates, ensure catering closet is stocked, organized and clean, and purchase all events supplies.
• Additionally, this role will also be tasked with coordinating inter-office functions such as weekly coordination of coffee gathering held for all employees, students, and visitors.

Facility Access

• Ensure all visitors are properly badged and escorted as needed. Report all physical security and safety concerns for LASP buildings to the manager and/or EAD in a timely manner. Serve as contact regarding security and safety issues for LASP site personnel, Contracts and Compliance, and HR department. Implement laboratory security policies and procedures, as directed. Including providing Access management services for the C-Cure System.
• Complete requests, through coordination with HR, badge access to all LASP buildings through the C-Cure access system.
• Obtain approval for key distribution to new and existent employees and distribute keys to new employees.

Mail

• Distribute LASP mail into individual mailboxes daily.
• Coordinate distribution of internal LASP mail, including delivering mail to the various LASP buildings.

What You Should Know

• All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement . New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
• Due to U.S. Export Control Restrictions, only U.S. Citizens and Permanent Residents may apply.

What We Can Offer

The hiring range is $38,000.00 - $48,000.00.

Benefits
The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements
Be ambitious. Be groundbreaking. Be Boulder.

What We Require

• Two years prior experience in a Events/Meetings planner role in a Hospitality or Academic environment.
• Due to U.S. Export Control Restrictions, only U.S. Citizens and Permanent Residents may apply.

What You Will Need

• Excellent verbal and written communication and phone skills are required, including a professional phone manner.
• Exceptional interpersonal skills, diplomacy and an ability to interact effectively with individuals and groups at all levels is required.
• The ability to meet deadlines and retain a calm and personable demeanor while handling a busy reception area with constant interruptions is essential.
• Effective problem-solving skills and initiative.
• Eager to learn.
• Excellent customer service skills.
• Ability to be a part of and support a team.
• Demonstrated excellence in managing project work preferably in a research institute or academic setting.
• Intermediate knowledge of Microsoft Outlook, Word, Excel, & PowerPoint.

What We Would Like You To Have

• Bachelor’s degree from an accredited institution.
• Four years prior experience in a Front Desk Administrative Support role in a Hospitality or Academic environment.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by 7/11/2022 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs .

Essential Services
This position is designated “essential/critical services.” The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man-made event) and report to work for regularly assigned shifts during emergency campus closures.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu