What are the responsibilities and job description for the Administrative Assistant II position at University of Colorado Boulder?
Summary
Job Summary
The Housing Facilities Services (HFS) department with CU Boulder is currently accepting applications for an Administrative Assistant! This position provides administrative support to critical and complex operations for HFS across the University campus.
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 Division of Student Affairs consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.
The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT).
With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.
Housing Facilities Services (HFS) is a comprehensive facility management operation that provides around-the-clock support to over 10,000 residents and 20,000 conference guests annually. Services include maintenance, repair, renovation, project management, capital construction, housekeeping and grounds-keeping operations. HFS has approximately 190 full-time employees and approximately 80 part-time and student staff, who all strive to give residents the best living experience possible.
Responsibilities
What Your Key Responsibilities Will Be
Contact Center
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 collaborative. Be excited. Be Boulder.
What We Require
To Apply, Please Submit The Following Materials
Please apply by March 6, 2025, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Job Summary
The Housing Facilities Services (HFS) department with CU Boulder is currently accepting applications for an Administrative Assistant! This position provides administrative support to critical and complex operations for HFS across the University campus.
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 Division of Student Affairs consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.
The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT).
With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.
Housing Facilities Services (HFS) is a comprehensive facility management operation that provides around-the-clock support to over 10,000 residents and 20,000 conference guests annually. Services include maintenance, repair, renovation, project management, capital construction, housekeeping and grounds-keeping operations. HFS has approximately 190 full-time employees and approximately 80 part-time and student staff, who all strive to give residents the best living experience possible.
Responsibilities
What Your Key Responsibilities Will Be
Contact Center
- Receive inbound and makes outbound phone calls.
- Draft communications to HFS staff or constituent departments and delivers them verbally or electronically.
- Manage and communicate building system outage notices or restricted area notices related to on-campus construction, maintenance, or repair work.
- Monitor and reports daily HFS staffing levels.
- Ensure telephone coverage with the UCB Operations Control Center is maintained after hours, on weekends, and on holidays.
- Monitor and updates on-call pager schedule.
- Coordinate transfer of 2nd shift mobile phone and on-call pagers to assigned HFS staff.
- Respond to customer requests for a service or to fix a problem.
- Create, edit, update, and close work orders in a computerized maintenance management system (CMMS).
- Answer questions from students, parents, or constituent campus departments about repair status, scheduling, processes, timelines, or general information.
- Coordinate activities with UCB Operations Control Center, UCB Integrated Pest Control, Campus Dining Services, and SA Integrated Security.
- Support HFS staff with various administrative functions to include managing time off, new staff onboarding, providing office supplies, and record keeping.
- Re-direct callers or visitors to the appropriate campus department as necessary.
- Establish and maintain positive working relationships with HFS staff and campus constituents.
- Receive and deliver daily mail.
- Elevator Program
- Coordinate and schedule elevator inspections and repairs.
- Monitor Colorado Department of Oil & Public Safety issued certificates of operation and temporary certificates of operation.
- Create and manage elevator repair work orders and updates elevator records in CMMS.
- Fleet Vehicle Management
- Monitor and schedule required preventive maintenance for all HFS fleet vehicles.
- Follow up on reactive vehicle damage repairs.
- Update and report monthly vehicle use and mileage metrics.
- Serve as designated point of contact between HFS and UCB Transportation Services.
- Coordinate with UCB Parking to ensure fleet vehicles are correctly permitted for restricted area parking on campus.
- Process parking pass requests for staff personally owned vehicles.
- Request vendor and contractor parking passes as required.
- Review and approve requests for daily parking permits in HFS lots.
- Serve as designated point of contact between HFS and UCB Parking.
- Monitor Employee Injury Report Forms submitted to University Risk Management.
- Create and distribute monthly OJI reporting metrics.
- Track employee absences on behalf of supervisor.
- Monitor CMV driver licensing status for HFS staff who have or are in the process of obtaining this license.
- Track list of active CMV drivers to ensure HFS staff obtain their DOT medical card and license renewals when needed.
- Coordinate new driver training with UCB Transportation Services.
- Support the HFS Warehouse with invoice processing, sales order administration, and purchase card reconciliations.
- Assist Warehouse staff with periodic property inventory.
- The anticipated work schedule for this position is from Monday - Friday, 6:00am - 2:30pm.
- The annual salary range for this position is $39,060 - $42,972.
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 collaborative. Be excited. Be Boulder.
What We Require
- Two (2) years of relevant experience in an occupation related to the work assigned to this position.
- A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years.
- Attention to detail and time management proficiency.
- Proven written communication and Interpersonal skills.
- Organization and ability to adapt to unforeseen challenges.
- Two years of experience in an office environment.
To Apply, Please Submit The Following Materials
- A current resume.
- A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
Please apply by March 6, 2025, for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Salary : $39,060 - $42,972
