Overview
Administrative Assistant Jobs in Boulder, USA at University of Colorado Boulder
Job Summary The Department of Chemistry is seeking a proactive and meticulous Administrative Assistant to join our collaborative team. This dynamic role offers the opportunity to play a key role in supporting the department’s academic mission through administrative coordination, event management, and communication initiatives.
As the Administrative Assistant, you will serve as a central hub for departmental activity—coordinating high-profile seminar programs and event logistics, maintaining the department’s web presence, and providing essential support to department faculty, staff, students, and guests. You will also ensure the smooth operation of the front office, while implementing systems that improve efficiency across the department. This entry-level position is an excellent opportunity to apply a versatile skill set, offering hands-on experience in higher education administration, and is ideal for someone eager to grow their skills in event coordination, digital communications, and process improvement.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Who We Are
The Department of Chemistry at the University of Colorado Boulder emphasizes knowledge of the basic principles of chemistry, including atomic and molecular theory, the states of matter, and reactivities and properties of chemical substances. Students study the basic subfields of chemistry, such as organic, physical, analytical, and inorganic chemistry, all while developing the mathematical skills to understand fundamental chemical relationships and to manipulate experimental data.
Graduates also learn safe chemical practices, including handling waste, safety equipment, assembling chemical apparatus, and designing experiments.
Responsibilities
What Your Key Responsibilities Will Be
Administrative and Front Office Support
- Provide comprehensive administrative support to the Department Chair, faculty and staff, ensuring smooth operations and efficient workflow.
- Greet and welcome students, faculty, staff, and visitors courteously and professionally.
- Address and resolve inquiries with reliability and accuracy.
- Act as the department liaison for Parking Services, OIT, and Telecom.
- Assist with property disposal and asset management.
- Oversee mailroom operations and maintain a polished and professional front office environment.
- Coordinate office supply orders and office equipment.
- Develop and maintain departmental directories, documents, and forms.
- Coordinate and optimize chemistry building scheduling and space utilization using EMS.
- Efficiently review and prioritize incoming requests via email, request forms, or phone, ensuring timely and appropriate responses.
- Oversee the organization, storage, and security of departmental documents.
- Implement digital systems and procedures for easy document access and retrieval.
- Ensure compliance with safety standards and facilitate communication between department staff and building management.
- Manage, clean, and organize the front desk, waiting area, and breakroom.
Event and Seminar Program Support
- Plan, organize, and implement departmental events, including seminars, recruitment sessions, graduation ceremonies, and staff and faculty appreciation events.
- Communicate with partners and manage resources to deliver high-quality events.
- Ensure excellent guest experience and attention to event details.
- Evaluate event outcomes and use feedback to improve future events.
Website Management
- Collaborate with the administrative team to ensure accuracy and relevance of the department website and social media.
- Add new content, update existing content, and remove outdated information.
- Regularly back up the website to ensure data can be restored in case of a failure.
- Check for broken links and update or remove them.
- Conduct regular reviews of the website to ensure mobile optimization, accessibility, and make design changes to improve navigation and usability.
- Generate regular performance reports using Google Analytics and Looker Studio to analyze website trends, monitor user engagement metrics, and find opportunities for content and usability improvements.
Expense Review and Reimbursements
- Assist in reimbursement requests and expense reports, ensuring compliance with university policies for faculty, staff, students, and guests of the department.
- Provide training on documentation and submission procedures.
- Identify process improvements and partner with finance offices for efficient processing.
What You Should Know
This is a classified position, and per state requirements, you must be a Colorado resident at the time of application.
- This can be subject to change based on the business needs of the department.
Title: Administrative Assistant
Company: University of Colorado Boulder
Location: Boulder, USA
Category:
