Front Office Professional Assistant

Job Summary

The Environmental Design Program (ENVD) at the University of Colorado Boulder encourages applicants for the Front Office Professional Assistant position! This role provides a full range of organizational support services to the Programs in Environmental Design under the direct supervision of the Manager of Program Initiatives, Outreach and Student Engagement. As the primary contact for the ENVD Program, this position is responsible for providing exceptional customer service to students, faculty, and the general public by responding to inquiries and requests for information, providing assistance in person at the front desk, online or by telephone, and managing mail and other incoming deliveries. This role fields many inquiries regarding a wide variety of topics and will be expected to independently research appropriate answers and exercise discretion and professionalism in deciding when to refer questions to other team members.

Each ENVD employee is responsible for advancing ENVD’s core value of inclusive excellence and is expected to promote ENVD program-wide high impact opportunities and community development rooted in equity and inclusion.

ENVD professional staff also participate in student-facing activities as assigned (ex: Open House, Commencement, etc.) as well as in programming for outreach, retention, persistence, and overall support initiatives across campus to support equitable outcomes.

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

The Program in Environmental Design orients engagement to the creation of healthy and sustainable communities with attention to social justice and economic vitality. Environmental design is inherently place-based. It supports innovation of and intervention in places.

Efficacy and ethics demand that environmental design engages with the users of these places. We do so in ways that are both collaborative and interdisciplinary, as well as integrate engaged scholarship, evidence-based practice and experiential learning to serve community needs.

What Your Key Responsibilities Will Be

Program Support Services:

• Welcomes guests and prospective students, and will be familiar with recruitment and admissions goals.
• Manages campus systems on behalf of ENVD including Parkmobile, CU’s guest parking system and Auto Attendant. Serves as Parking Liaison and Telecommunications Liaison for ENVD.
• Manages and maintains technical equipment, processing digital as well as non-technological requests on behalf of Program, assists faculty with testing services and manages printing accounts.
• Manages general ENVD email account, answers inquiries and responds or delegates accordingly.
• Interprets administrative and office policies when assisting faculty, students, staff, etc.
• Provides technical support to staff and faculty using office equipment (copier, scanner, fax machine).
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, and verifying receipt of supplies.
• Serves as the ENVD’s primary liaison for small dollar purchases, procuring items and services as needed using CU MarketPlace and procurement cards.
• Maintains vending machine refunds and change funds per CU protocol.
• Manages sales of ENVD branded products, adhering to established protocols. Works with ENVD Finance and Data specialist to ensure transactions are adequately processed and cash deposits are properly reconciled. Confirms Clover device is properly inspected and maintained.
• Maintains familiarity with the academic curriculum and Center for Advising and Student Achievement procedures to assist faculty and students.
• Assists with the academic advising check-in system when students arrive for appointments or drop-in hours.
• Reviews front office operating practices and procedures to determine whether improvements can be made in workflows, reporting procedures, or expenditures, and makes recommendations on such improvements.

Operational Support Services:

• Assists with coordinating programmatic catering and planning needs for events.
• Organizes the daily use of ENVD rooms and scheduling of such rooms. Responsible for anticipating and preventing scheduling overlaps and assists with finding resolutions as necessary. Assists with ENVD student and faculty room reservations.
• Controls entry of semester academic dates and information into the shared Program calendar used by all staff and faculty.
• Maintains director's appointment schedule by planning and scheduling meetings.
• Sends out program, staff, and faculty meeting invites on behalf of ENVD leadership.
• Updates faculty, staff and adjunct contact information on Microsoft Teams, Listservs, and internal email lists, staying ahead of and implementing changes.
• Takes program meeting minutes, tracks attendance and accurately records key points of discussion, actions assigned, and decisions made.

Building Proctor:

• Responsible for physical day-to-day operations and physical upkeep of the ENVD building. Maintains common areas in the building, including but not limited to the front office, ENVD kitchen, meeting rooms, and lobby.
• Works closely with Curriculum and Enrollment Coordinator to ensure studio and classroom spaces are adequately provisioned before the start of each semester, including 8-week semesters.
• Serves as ENVD’s main point of contact with CU service departments including Facilities Management, Property Disposal, OIT, Police Department, and other related offices.
• Updates Active Harmer Plan and Emergency Management for the building.
• Submits service requests on behalf of individuals within ENVD and ensures completion.
• Maintains building security and access control using CCURE, and works with Access Services to provide correct access levels.
• Represents ENVD to internal and external constituents on all issues related to maintenance and repair projects within the ENVD building. Communicates to all building occupants regarding emergencies and scheduled maintenance.
• Acts as Property Manager for all ENVD assigned equipment managing on-site equipment, storage, property inventory, and disposal.
• Facilitates accurate monitoring of the use of building space. Analyzes space use patterns and clearly communicates to parties (inside and outside the Program) on procedures to reserve space.
• Actively manages office moves to ensure they are smooth, efficient and completed with a high level of detail and timeliness.

Student Employee Supervision:

• This position hires, trains and supervises various student assistants equaling approximately 0.5 - 1.0 FTE.
• Actively manages student workers to ensure the building is provisioned, cleaned and organized for the beginning of each 8-week and 16-week semester.

Professional Development and Other Duties as Assigned:

• Proactively develop knowledge of the best methodologies related to mentoring opportunities, workshops, coursework, special projects and research. This person will share that knowledge with others in ENVD, and will work to help ensure practices aligned with that knowledge are implemented in ENVD.

What You Should Know

• Standard schedule is 8am - 5pm, Monday through Friday. There may be occasional weekend and evening hours required for special events such as graduation.
• This is a 100% in-person position.
• All University of Colorado Boulder employees are required to align with the campus COVID-19 vaccine requirement . New employees will provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

• The annual salary range for this position is $46,000-$50,000.
• Relocation assistance available based on ENVD departmental guidelines.

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 adaptable. Be positive. Be Boulder.

What We Require

• Bachelor's degree or equivalent experience on a year-for-year basis.
• 1 year of experience related to the work assigned to this position, including a proficiency in Microsoft Office Suite.

What You Will Need

• Strong administrative and analytical skills, including the ability to research, evaluate, and analyze.
• Strong attention to detail.
• Ability to effectively communicate with a variety of partners.
• Able to work independently and maintain professional composure in fast paced environment.
• Confidence in handling frequent interruptions and changing priorities.
• Ability to maintain confidentiality when handling sensitive materials.
• High social awareness in working with diverse populations including faculty, staff, and students at the University.
• Willingness to learn new skills and to adapt to change.
• Demonstrated proficiency in both Mac and PC.

What We Would Like You To Have

• 2 years of higher education experience in a university or academic setting.
• Knowledge of administrative and operational principles and practices in an academic environment.
• 3+ years or more of administrative experience in an office environment.
• Knowledge of local professional design community.
• Exceptional verbal and written communication.
• Exceptional organizational skills.
• Experience in providing exceptional customer service.

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 October 4, 2022 for consideration.

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

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu