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Coordinator of Office Operations
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Position Number: 5910881
Location: Boulder, CO
Position Type: Business - Hotel & Restaurant Management

Coordinator of Office Operations

Requisition Number: 61168
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 20-Jan-2025
Date Posted:

Job Summary

The Paul M. Rady Department of Mechanical Engineering (ME) welcomes applications for the Coordinator of Office Operations! This position supports the teaching and research mission of the Mechanical Engineering department by providing administrative oversight and logistical support to faculty, staff, and students, maintaining smooth operations of the department office. This position coordinates the day-to-day operations of the ME front desk, which includes, but is not limited to, maintaining inventory and purchasing, in-person and electronic correspondence, technical support, room reservations, event planning, and collaboration with other ME personnel on requests and special projects. This role will serve as a strategic business partner to our department, college, campus, and community. They will provide guidance, advice, and direct assistance to those that work within and with ME. The Coordinator of Office Operations also supervises the team of front desk student employees, assists the HR and Operations Manager, and provides executive level support to the Department 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

The Paul M. Rady Department of Mechanical Engineering is pioneering scientific breakthroughs, launching innovative technologies and educating creative engineers that will solve today's societal challenges by improving human health, enabling security and promoting sustainability.

What Your Key Responsibilities Will Be

Mechanical Engineering Business Operations:

Plans, directs, and coordinates administrative services for the department to ensure effective customer service and communication, both internal and external, to maintain the professional image of the department faculty, staff and students. Manages the ME list servs (Google Groups) and reviews/approves all communications sent via list servs.
Analyzes internal processes, researches possible solutions, and recommends and implements procedural or policy changes to improve operations.
Ensures all systems within the front office operate smoothly and efficiently. Monitors daily operations and addresses potential issues when they arise. Builds processes that enhance efficiency for all front desk operations.
Collaborates with the HR and Operations Manager and leads projects to develop policies and procedures that streamline department operations, while focusing on community building. This includes, but is not limited to, supporting onboarding and integrating new hires into the department.
Works closely with the HR and Operations Manager to plan fall and spring ME Strategic Advisory Board (MESAB) meetings, reserving rooms and venues, managing RSVPs, etc.
Develops and maintains relationships with MESAB members through communication and relationship development.
Works closely with Advancement to understand our donations and address underutilized funds with the Finance Manager and Department Chair.
Manages Department's annual operations budget within the unit.
Works closely with the HR and Operations Manager and Chair to manage and coordinate departmental votes in accordance with department and college bylaws, ensuring the votes are given appropriate timeframe, language and results are shared with appropriate department members.
Supports Mechanical Engineering leadership, faculty and staff for priority action items and projects, as needed.

Assistant to the Chair:

Provides executive assistant support to the Department Chair and the Associate Chairs.
Maintains Chair's calendar, schedules meetings and appointments.
Gathers, organizes and disseminates information for the department.
Manages the Chair's confidential email and organizes correspondence.
Assists the Chair in letter and speech writing/editing.
Manages, builds, and submits Concur reports.
Reserves the conference room, coordinates food and beverage needs, manages the online portion of meetings, takes and distributes meeting minutes for the department and executive committee meetings. Provides agenda and meeting details at least one day in advance of meeting.
Arranges travel for the Chair. and builds the Travel Authorization form for signature and routing to the finance team.
Serves as the primary contact person for people within and outside the university to interact with the Chair or the Associate Chairs.
Other duties as assigned by Chair or the Associate Chairs.

Department Events:

Manages department events from ideation to execution. This includes, but is not limited to, supporting scheduling, logistics and coordination of department gatherings, such as faculty and staff meetings, seminars, committee meetings and strategy sessions. Responsible for event promotion by email, the web, and the CU Events calendar. Reserves space, arranges catering, manages purchase orders, pays and reallocates expenses, creates official function and/or campus alcohol event forms, and obtains necessary approvals. On occasion, event support may also include set-up and clean-up, as well as occasional work on the weekends and evenings.
Arranges travel for faculty candidates, including handling accommodations and managing the interview schedule with faculty, Department chair and the Dean.
Arranges travel, accommodations, scheduling with faculty, the Department Chair and the Dean for all distinguished seminar speaker invitations.
Leads the planning of the department graduation ceremony in fall and spring. Makes appropriate reservations, finalizes event timeline, orders supplies, prints programs, negotiates and manages contracts with outside vendors, and recruits and coordinates volunteers.
Develops and promotes community building events for department faculty and staff.

Supervision:

Manages the front desk student assistant team, who are responsible for the ME Front Desk operations and administrative responsibilities.
Assesses staffing needs and hires, onboards, and supervises the front desk student assistant(s), while providing coaching, conducting training, and providing day-to-day professional development and feedback; approves biweekly timesheets and any disciplinary action as needed.
Collects availability each semester to design and implement the front desk schedule for optimal coverage during business hours.
Creates and maintains procedural and training manuals for the front desk.
Reviews, approves, and provides support with front desk student purchases and Concur reports.
Oversees and implements improvements to the department's front desk business operations (Xerox report for example).
Develops and promotes community building events for the front desk student assistant team.
Leads biweekly front desk team meetings to discuss challenges, projects, areas of improvement, and fostering development of professional skills.

Other:

Undertakes other duties and responsibilities as assigned.
Stays apprised and current on relevant University and State of Colorado policies and procedures.
Participates in professional development activities and serves on unit, college or campus committees as applicable.

What You Should Know

This position offers a hybrid work modality with 4 days per week on campus and 1 remote day per week.

What We Can Offer

The starting salary range for this position is $57,120 - $64,260. Relocation assistance is available within department guidelines.

Benefits

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 supportive. Be Boulder.

What We Require

Bachelor's degree and 1+ years of professional, job-related experience.

Equivalent combination of education and experience may substitute.

What You Will Need

Be approachable and highly customer service oriented.
Proficiency in Microsoft Office applications, including Word, Excel, and Publisher.
Excellent verbal and oral communication, interpersonal, and organization skills.
Overall interest and comfort working with technology and computer programs, including a willingness to learn.
Proficient scheduler with the ability to manage multiple projects simultaneously.
Creative problem solver with the ability to work independently as well as on a team.
Thorough but also able to strategically conceive and coordinate projects and events.
Ability to work cross-functionally between departments and roles, with a focus on collaboration and long-term relationship building.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that briefly describes how your background and experience align with this position.

We may request references at a later time.

Please apply by January 20, 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.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Coordinator-of-Office-Operations/61168