Administrative Assistant III

University of Colorado Boulder - Boulder, CO4.2

Full-time | Part-time
Job Summary
The Honors Program in the College of Arts and Sciences welcomes applications for an Administrative Assistant III. This position is the first point of contact for the Honors Program and acts as a general departmental liaison with other university offices. In addition, this position edits the program's website, coordinates student and alumni communications, and supports recruitment, student outreach and events planning within Honors and with departments in the College of Arts and Sciences.
Who We Are
The College of Arts and Sciences at the University of Colorado Boulder is the intellectual core of the university, conducting research, scholarship, creative work and education in more than 60 fields. Our research generates new knowledge, solving some of the world’s most critical problems.

The college leads nationally in undergraduate and graduate education in the natural sciences, social sciences and arts and humanities, bringing world-class research and scholarship to our students, both in and out of the classroom.
What Your Key Responsibilities Will Be
First-Year Student Registration and Recruitment Support
Help recruit first-year students into Honors through the new student registration system.
Send questionnaires to all Honors-eligible first-year students, encouraging them to respond in order to be enrolled in an honors course and providing them with a list of course options. Based on their questionnaire responses, this position, together with the PA II, will make decisions with respect to which courses meet the needs of incoming students.
Register new Honors Program students into their first honors course. All honors-qualified students who have confirmed their attendance at the university (and are not living in the Honors Residential Academic Program) receive correspondence from the Honors Program inviting them to choose their first honors course. This correspondence, as well as the accompanying class selection survey, are created within Qualtrics, which records all student responses received. This is a new responsibility within the program that corresponds with the change in orientation procedures and the online registration process.
Manage the database of students selected for the Honors Program by the Office of Admissions or by the Director of the Honors Program during the October-April admissions cycle.
Determine the dates for all Honors Program first-year course registration deadlines. For example, using dates and data from Admissions and the Honors Residential Academic Program, this position determines when best to contact all first-year students who are qualified to take Honors Program courses, as well as the date to close the first-year registration survey.
Assist with the review of students not initially invited into the program.
Maintain the course registration lists and monitor course enrollments daily throughout the summer and the beginning of the academic year. Because Honors Program courses are limited to 15 students, using Qualtrics to register honors-qualified students before the enrollment windows open is critical to giving motivated honors students one of their top Honors Program class choices, thus increasing the likelihood of retaining students after the first semester.
Latin Honors Thesis Process Support
Create and maintain records for students graduating with Latin honors. This involves less for 300-400 applications for Latin honors each year.
Review applications for completion and required approvals from departments, enters data, and maintains and cross checks to ensure accuracy of the computer database of all Latin honors applicants.
Provide advice to students, faculty, and the Honors Council about the honors thesis process as well as Honors Program policies and procedures.
Website Design and Editing
Responsible for the ongoing design, development, and maintenance of the Honors Program website, including design, construction, and maintenance.
Responsible for writing engaging, professional, and ever-changing content addressed to multiple audiences as well as sub-editing and proofing website content produced by Honors Program faculty and students.
Recruitment and Outreach to Honors Eligible Students and Underrepresented Student Populations
Liaison between the associate dean for recruitment in the College of Arts and Sciences and the Honors Program. Specifically, this position will support the efforts of the College in recruiting and retaining Honors-eligible students through contact with the admissions staff, through contact with admitted students and through attending events for incoming Honors students such as Admitted Student Day.
Work with the recruitment staff in the College in planning and executing other recruitment events for Honor students throughout the year.
Provide advising and mentoring to prospective students and their families.
Represent the Honors Program, which may include creating and delivering presentations, at events offered by other campus offices including the Office of Admissions and/or the College of Arts and Sciences.
Liaison between college departments and the Honors Program, to help facilitate the identification of ongoing and new honors project opportunities.
Outreach activities will include identifying qualified students, conducting information sessions and meetings with those students, then following up to help them become part of the Honors Program community. The Program has begun an outreach initiative to attract qualified students from underrepresented populations into Honors Program courses and the honors thesis process. To include:
The CU LEAD Alliance (Miramontes Arts and Sciences Program, the Honors LEAD neighborhood;) Student Academic Success Center (Academic Excellence Program, Trio Advanced Study Community, McNeil! Academic Program); Cultural Unity and Engagement Center (First Generation Scholars Program); and the Guardian Scholars Program, to inform and recruit students into honors classes, the honors thesis process, and other program activities.
Event Planning and Marketing
Assist in event planning with the Associate Director of Honors for all events related to the Student Advisory Board, the Honors Journal, and the Honors Program (30-40 events per year). Planning involves classroom set up, catering and working with students and faculty to organize events. These events include bi-monthly coffee hours, the Honors Film Series and the Honors Thesis Symposium, the Honors Journal and Honors Scholar Receptions.
Act as a planning liaison with all departments in the College of Arts and Sciences to help plan honors events with department council representatives and department staff. This may involve planning information sessions, departmental coffee hours and other honors related events throughout the year.
Create promotional materials (flyers, posters, and email notifications) for all events.
Program Support
Assist the Honors Program Director and Honors Program faculty with teaching and research needs.
Perform daily support tasks to help ensure the smooth running of the program. These responsibilities include answering phones, checking and responding to emails, forwarding emails to appropriate persons, assisting walk-ins (students, prospective students and parents, faculty and staff), maintaining an inventory of office supplies and reordering when necessary.
Construct and maintain an Honors Program newsletter to be distributed to alumni during the academic year.
Honors Council and Honors Convocation Preparation
Assist in preparation of documents for the Honors Council meetings each semester. This requires technological skills for maintaining spreadsheets of all students graduating with honors indicating the level of honors awarded and each student's department of origin. The Honors Program holds two convocations in the fall and spring of the academic year to recognize those graduating with Latin honors.
Responsible for preparing the convocation program and certificates for those graduating with honors, then distributing certificates to each of the graduates.
What We Can Offer
The anticipated starting salary is $43,188, commensurate with experience.
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 Driven. Be Impactful. Be Boulder.
What We Require
Must be a current Colorado resident.
Three years of experience in an occupational field related to the work assigned to the position.
Appropriate education will substitute for the required experience on a year-for-year basis.
What You Will Need
Planning, problem solving, and organization skills.
Proficient in Microsoft Office (e.g. Word, Excel, PowerPoint).
Excellent interpersonal skills, including written and verbal.
Ability to work independently and on a team.
Ability to communicate efficiently and effectively.
Attention to detail.
Ability to learn university systems.
Ability to revise operating processes to improve efficiency.
Administrative and customer service skills.
Excellent time management skills and ability to prioritize tasks.
What We Would Like You To Have
Associate's or higher degree.
Previous experience working in an education environment.
Experience using databases or information management systems.
Event planning experience.
Special Instructions

To apply, please submit the following materials:
1. A current resume. Must include date ranges and whether full time or part time work.
2. A cover letter that specifically addresses the job requirements and outlines qualifications.
3. DD-214 for veteran applicants.
a. Qualified veterans are eligible for veteran’s preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to or send via fax at 303-492-4693 and reference the job to which you are applying.
4. If using the educational substitution for experience: proof of degree or transcripts.

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

Please apply by July 21, 2019 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

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