Temporary Administrative Assistant

Office of the Chancellor

Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!

Who We Are

The University of Colorado Colorado Springs (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking a Temporary Admin Assistant to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students.

At the base of the Rocky Mountains, Colorado Springs is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery—a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.

Pay Range: $22.81 - $29.50/hourly. Compensation will be commensurate upon experience and qualifications. This position is Non-Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.

Work Location: On-site

Benefits at a Glance

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CU Advantage

Because this appointment is temporary, you will not be eligible to receive all of the benefits normally provided to members of the university staff under the standard University of Colorado benefits programs. You are not eligible to receive paid vacation leave, medical, or retirement benefits. However, you are eligible to accrue sick leave and you will accrue 0.034 hours of sick leave per hour worked.

Summary

The Administrative Assistant III provides advanced administrative, operational, and project support for the Office of the Chancellor. This position exercises independent judgment to design, implement, and manage office operations and workflows that ensure efficiency and effectiveness. The role coordinates critical activities across internal and external stakeholders, manages high-level projects, and handles sensitive information with discretion.

Essential Functions

Office Operations and Project Management

• Design, revise, and implement efficient office procedures, ensuring processes align with organizational needs and drive productivity.
• Develop and maintain detailed office procedure manuals, including workflows for records management, reporting, and operational tasks. Utilize critical thinking and problem-solving skills to identify and address gaps in current procedures.
• Create, manage, and streamline record systems (digital and physical) for the Chancellor's Office, ensuring accurate filing, archival, and retrieval processes.
• Oversee procurement and accounting activities, such as authorizing operating expenditures, reconciling procurement card expenses, and tracking spending trends, demonstrating proven resourcefulness and initiative in financial tracking and oversight.
• Independently manage special projects, such as high-level reports, annual summaries, and program materials, ensuring quality, accuracy, and alignment with office priorities through strong project management skills.
  
  

Advanced Administrative Support

• Anticipate and respond to the needs of the Chancellor by proactively managing schedules, priorities, and time-sensitive tasks, ensuring optimal use of time and resources.
• Draft, edit, and finalize professional-level communications, including high-visibility reports, correspondence, and presentations, showcasing exceptional written and verbal communication skills for diverse audiences.
• Coordinate and provide logistical support for hybrid meetings, campus events, and external engagements, ensuring seamless execution.
• Analyze office operations and recommend solutions for process improvements, identifying opportunities for greater efficiency by applying critical thinking and initiative.
  
  

Event Coordination and Stakeholder Relations

• Assists with the planning and facilitation of large-scale events, including groundbreakings, ribbon cuttings, and high-profile campus gatherings, handling invitations, logistics, materials creation, and on-site coordination. Use project management expertise to ensure events run smoothly.
• Serve as a liaison with internal departments, external partners, and stakeholders, addressing inquiries and ensuring accurate information exchange with confidentiality and professionalism.
• Supervise and guide student employees or temporary staff, providing training and oversight to maintain high-quality work as needed.
  
  

Tentative Search Timeline

• This position will be open until filled.
• Potential start date: 1/27/2024.
  
  

UCCS is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.

• A Bachelor’s degree in English, Communication, journalism or related field is required. May substitute professional full-time experience for education on a year-for-year basis.
• Applicants must have experience in administrative support for a high-level C-Suite executive.
• Applicants must have experience designing and implementing office processes and managing projects independently.
• Proficiency in advanced Microsoft Office applications (Excel, PowerPoint, Word, Teams) and database management systems is required.
• Experience overseeing administrative operations, event coordination, or managing projects with minimal supervision is essential.
  
  

University Staff

Special Instructions to Applicants

• This position is open until filled.
• Applications submitted through email or surface mail will not be considered. Please apply at cu.edu/cu-careers (job #: 35775).
• Official transcripts will be required upon hire.
• Upon request, please be prepared to provide five professional references (at least two previous/current supervisors), including their email contact information.
  
  

Job Category

Professional Support Services

Primary Location

Colorado Springs

Department

C0001 -- Colorado Springs Campus

Schedule

Part-time

Posting Date

Jan 13, 2025

Unposting Date

Ongoing

Posting Contact Name

Racquel Paywa

Posting Contact Email

rpaywa@uccs.edu

Position Number

00670415