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HR and Administrative Manager

University of Colorado Boulder
Boulder, Colorado, United States
Salary Not Specified
Date posted
Apr 22, 2024

Job Summary

JILA encourages applications for an HR and Administrative Manager! This position serves as the primary contact for Diversity, Equity and Inclusion (DEI), Human Resources (HR) and administrative operations at JILA and furthers the mission of JILA by providing management, coordination and support for the human resource activities, Justice, Equity, Diversity and Inclusion (JEDI) work, community engagement, and the travel and supply office. This role will collaborate and actively engage with a wide variety of JILA (both CU and NIST) Fellows, Staff, Students and postdocs on areas within the scope of responsibilities including DEI, HR, travel, procurement and administrative operations to ensure coordination and communications across the Institute to achieve effective and efficient operations of the joint institute overall. This role will participate in HR and DEI-related campus-wide working groups and communities to support and enhance JILA and CU performance. This full-time position typically supervises two full-time positions including Supply Manager and Community Engagement Coordinator. This position also provides joint supervision, along with JILA Fellows, for three Fellows Assistants. This position reports to the JILA Chair.

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

JILA was founded in 1962 as a joint institute of CU Boulder and NIST (National Institute of Standards and Technology). JILA staff, fellows, students and scientists work together as a team to support and advance research at the frontiers of science. JILA's fellows include two Nobel laureates, Eric Cornell and John Hall.

JILA's CU members hold faculty appointments in the Departments of Physics; Astrophysical and Planetary Science; Chemistry and Biochemistry; and Molecular, Cellular, and Developmental Biology; as well as in the School of Engineering (JILA pays for summer research, funding 32 Fellows). NIST’s Quantum Physics Division members hold adjoint faculty appointments at CU in the same departments. Each year, JILA scientists publish more than 200 original research papers in national and international scientific journals & conference proceedings.

What Your Key Responsibilities Will Be

JILA Human Resources and Diversity, Equity and Inclusion
  • Serves as the HR/DEI lead for University employees, leading and coordinating day-to-day and long-term activities to ensure consistent application across JILA and within CU and NIST requirements.
  • Develops and ensures implementation of a JILA-wide community-building plan to extend and strengthen intra-institute relationships and collegiality in support of JILA Values.
  • Oversees and leads CU-JILA staff recruitment, collaborating with Hiring Supervisors and CU Boulder Human Resources recruitment.
  • Serves as the JILA liaison with CU HR on performance processes and implements personnel decisions determined by the JILA Chair and Executive Committee and approved by CU HR/Legal.
  • Develops and implements JILA personnel policies including, but not limited to, those related to evaluations, promotions and advancement.
  • Provides guidance and support to JILA Supervisors to ensure consistency within JILA and adherence to CU HR policies and procedures.
  • Develops and implements overall professional development plan for CU-JILA staff in coordination with JILA Supervisors.
  • Ensures staff are advised of training opportunities and requirements and monitors completion of training requirements.
  • Responsible for staying current and ensuring compliance with CU policies, procedures and system applications.
  • Collaborates with the NIST Administrative Officer on issues that impact the administrative operations of the NIST - CU Cooperative Agreement and JILA Staff.
  • Administers JILA recognition and award programs.
  • Leads and coordinates JILA DEI efforts:
  • Develops and presents for Fellow approval: JEDI goals action plans, goals and initiatives in collaboration with JEDI Facilitators, Fellows, students, staff and researchers.
  • Ensures progress on JILA Excellence in Diversity and Inclusivity initiatives, engaging with the broader CU DEI program to improve DEI at JILA.
  • Prepares and presents an annual progress report on JEDI activities to JILA.
JILA Administrative Operations
  • Provides institutional and administrative leadership and support for JILA-wide activities and official functions
  • Provides operational advice and support to the JILA Chair including:
  • Schedules of JILA meetings, arranging rooms and other logistics
  • Prepares JILA-wide communications
  • Provides project management support
  • Gives strategic advice and information to support the JILA Chair and Executive Committee in making administrative decisions and resource allocations
  • Takes minutes of JILA Fellow and Executive Committee meetings
  • Serves as a backup for preparation of JILA Fellow and Executive Committee meeting agendas and supporting material and for ballot votes.
  • Ensures areas of administrative responsibility including travel, reimbursements, procurement and related activities operate efficiently, effectively and in compliance with University and sponsor polices by:
  • Develops, implements, and monitors standard processes
  • Ensures adequate staffing and recommends staffing to Chair
  • Provides guidance and advice to CU-JILA administrative staff concerning CU Boulder and JILA administrative policies, procedures and functions
  • Supervises the provision of administrative support for research support activities including travel, scientific conferences, visitor services, reimbursements and purchasing/travel card reporting.
Communication and Customer Service
  • Builds rapport and trust with internal customers by communicating positively and constructively, fostering a collaborative work environment.
  • Communicates standard processes and opportunities for identified administrative staff improvements.
  • Works with internal and external partners to understand their needs, expectations, and feedback, and delivers high-quality service that meets or exceeds their standards.
  • Addresses internal and external customer inquiries, manages expectations and ensures customers understand the type and level of service available and expected time frames.
What You Should Know
  • This position offers a primarily on-site work modality with one day of remote work per week.
What We Can Offer

The hiring range for this position is $85,000 - $95,000 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 ambitious. Be groundbreaking. Be Boulder.

What We Require
  • Bachelor’s degree and three years of relevant professional experience, or an equivalent combination of education and experience may substitute.
What You Will Need
  • Demonstrated dedication to diversity and inclusion initiatives and to supporting diverse populations.
  • Ability to organize and successfully manage multiple projects occurring at the same time.
  • Willingness to mentor and aid research students, staff and faculty.
  • Internal motivation with the ability to work independently as well as in cooperation with an interdisciplinary team.
  • Ability to anticipate the needs of the broader team.
  • High degree of professionalism and ability to maintain confidentiality.
  • Demonstrated excellent communication skills including written, verbal, interpersonal and presentations.
  • Ability to work effectively in a working environment with multiple interruptions.
  • Ability to establish and maintain positive and cooperative working relationships.
  • Proficient in using Microsoft Office programs.
What We Would Like You to Have
  • Experience in diversity and inclusion initiatives and in working with diverse populations.
  • Experience with HR, procurement and/or travel systems.
  • Solid understanding of university human resource, travel and/or procurement policies, procedures and systems.
  • Previous supervisory or lead experience.
  • Experience within a research or academic environment.
  • Successful track record of working collaboratively to accomplish mutual goals and projects.
Special Instructions

To apply, please submit the following materials:
  1. A current resume.
  2. A current cover letter.

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

Please apply by 5/2/23 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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