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Administrative Assistant III

University of Colorado Boulder
Colorado, United States
Salary Not Specified
Date posted
Feb 13, 2024

Job Summary

INSTAAR at the University of Colorado Boulder encourages applications for an Administrative Assistant III! The selected candidate will be a key member of the administrative team here at INSTAAR, who will support the Office of the Director, Finance team, Communications team and Information Technology. This role will provide front desk assistance and oversight of the Front office processes, collaborating with the Operation Manager on a variety of tasks. This position will also assist the Finance Director and support the communications team.

We encourage applicants with an interest or experience in equity, diversity and inclusion issues.

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

As the University's oldest institute, INSTAAR has a long history of responding to pressing environmental issues including climate change. Our traditional focus has been on alpine, Arctic, and Antarctic regions, where effects of global change are especially pronounced. In recent decades, our research has broadened to include environmental challenges that span local, regional, and global scales. INSTAAR’s research activities integrate field studies, innovative laboratory experiments, sample analysis, and numerical and laboratory modeling. Our field sites are located across all seven continents and the world's oceans.

Our expertise across fields helps us generate influential science that can advise public and policy decisions and move us toward a more sustainable society. INSTAAR's national and international research leadership is augmented by outstanding strength in graduate education and bringing undergraduates into the research process.

What Your Key Responsibilities Will Be

Front Office:
  • Manage front office desk and office operations, greeting and assisting people entering the office.
  • Maintain INSTAAR admin and front office email, and process Federal Express requests and assist with other mailing options. Maintain mailroom and mail distribution.
  • Maintain copiers order supplies for front office and support INSTAAR-wide requests.
  • Process and deliver checks/cash receipts received by the finance team to the CU Bursar's office.
  • Process Key requests, Buff Card door access and parking permits.
  • Maintain office files electronically.
  • Create and update an inventory list of capitalized and non-capitalized equipment tags. Process equipment disposal and transfers.
  • Assist Operations Manager with event planning and conference room reservations.
  • Tackle special administrative projects (Org Charts, etc).
  • Supervise hourly student positions.
  • Serve as backup for the Operations Manager in their absence.
Finance Support:
  • Assist with Concur processing, including Travel and PCard processing.
Communications Support:
  • Create and manage a newsletter and weekly emails.
  • Create and maintain people database and email lists. Maintain content management on the INSTAAR website, including adding events to the calendar and maintaining profiles.
  • Assist with Zoom meeting setups.
What You Should Know

This is a full-time, in-person, in-office position, Monday-Friday during business hours.

What We Can Offer

The hiring range for this position is $50,000 - $54,000 annually.


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 resourceful. Be impactful. Be Boulder.

What We Require
  • Three years of clerical or administrative experience or equivalent combination of education and experience may substitute.
What You Will Need
  • Ability to initiate and complete critical tasks and to self-manage time and workload, proactively communicating with supervisor.
  • Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel and PowerPoint.
  • Ability to communicate effectively with a variety of professionals, administrators and students.
  • Ability to maintain effective and professional relationships with staff and community members.
  • Demonstrated ability to exercise discretion and work independently.
  • Demonstrated ability to work effectively in a team and within other collaborative work situations.
  • Proficiency with creating and maintaining spreadsheets.
  • Proficiency with electronic file management.
What We Would Like You to Have
  • Experience interacting with students, researchers, faculty, or a varied work staff with complex needs.
  • Experience with maintaining the back-end of websites.
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 may be asked for references at a later time.

Please apply by February 27, 2024 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:

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