Job Information
University of Colorado Office Manager for Student Services in Boulder, Colorado
Office Manager for Student Services
Requisition Number: 57582
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 09-Jul-2024
Date Posted:
Job Summary
The Division of Continuing Education (CE) at the University of Colorado Boulder welcomes applications for the Office Manager for Student Services! This role runs the Student Services office in Continuing Education and supports Continuing Education's efforts to be a welcoming space for current and future students. The Office Manager is responsible for maintaining the office and leading daily operations, providing fiscal and administrative support, working closely with all departments within Student Services, and supervising student employees. This position also assists the Director of Student Success and Operations and the Assistant Dean for Students with program activities, event coordination, and policy decisions.
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 Continuing Education (CE) at the University of Colorado Boulder provides quality, innovative, lifelong learning opportunities to a diverse student population by extending the educational resources of the University to the Boulder community, the State of Colorado, and beyond. CEs Student Services unit offers academic, career, and pre-health advising, as well as enrollment and records support, to a variety of populations, including non-degree-seeking students, academically suspended students, degree completers, and students needing flexible course modalities. The Student Services team values its student-centered, inclusive environment that respects non-traditional pathways.
What Your Key Responsibilities Will Be
Student Services Office Management:
Assist Student Services staff through scheduling meetings and preparing and distributing forms and information packets.
Advocate for Student Services staff in providing supplies, support, and ergonomic reviews, as necessary.
Implement internal processes and procedures to ensure that the office runs smoothly and efficiently.
Update and develop electronic documents used by Student Services, including establishing an organizational strategy for the shared folder.
Assist with Student Services events, including scheduling, arranging travel, reserving spaces, catering, renting equipment, etc.
Customer Service and Communication:
Serve as the first point of contact for questions and concerns from staff, students, community partners, and visitors.
Run the Continuing Education first floor office and reception desk, ensuring coverage for the front desk during regular business hours.
Independently manage and be responsible for the CE Advising general email account.
Respond to various group email inboxes as supplemental support.
Create and update materials for front desk procedures.
Analyze and provide recommendations for observed roadblocks for students accessing services.
Send official communications regarding target dates, academic standing, etc. through mass mailers.
Support Student Services staff communications by creating flyers, designing newsletters, and updating electronic displays as needed.
Fiscal Oversight:
Provide assistance for procurement by working closely with the CE Bursars Office to process expense reports, reimbursements, honorarium payments, purchase orders, and other purchasing forms as well as purchasing for Student Services.
Maintain and track office supplies and equipment, and manage subscriptions/memberships, while working with the Assistant Dean for Students to ensure fiscal stewardship consistent with Division and University policies.
Supervision:
Hire, train, supervise, and evaluate front desk student employees.
Approve timesheets and time-off requests for student employees.
Review and assess communication by student employees to improve and maintain a high level of customer service.
Continuing Education Program Coordination:
Post Baccalaureate Pre-Health Program:
Lead logistics of the admissions process for the Post-Baccalaureate Health Professions cohort program.
Process cohort program applications:
Handle all documents.
Maintain detailed tracking spreadsheet.
Provide status updates in PostBacCAS.
Read and evaluate each application to determine candidacy for interview, and enter feedback for the admissions committee.
Connect with applicants and interviewers to schedule admissions interviews.
Serve as an admissions interviewer.
Facilitate special events by scheduling room reservations, procuring catering, and communicating with participants.
Handle onboarding logistics for new pre-health advisees.
Collect required onboarding documents.
Assess student eligibility according to program standards.
Assist students who do not meet the standards by outlining the necessary steps for program acceptance.
Add each student to email listservs.
Communicate directly with each student to schedule an onboarding meeting.
Other Program Support:
Collect, organize, and maintain data for various programs and projects.
Assist the Director of Student Success & Operations and the Assistant Dean for Students as needed.
Provide application review and processing for special program admissions.
Perform organizational and administrative tasks in order to conduct a student graduation celebration.
Facilitate transcript review and course permissions for non-degree students in coordination with CE Advisors.
Division & University Engagement:
Attend monthly and weekly staff and Student Services meetings.
Participate in professional development and training opportunities.
Facilitate staff training and professional development, as needed.
Serve on Division committees.
What You Should Know
This is an on-campus position with a work schedule of Monday through Friday, 8:00am to 5:00pm (campus summer hours 7:30am - 4:30pm).
What We Can Offer
The starting salary range for this position is $48,396-$50,000 annually.
Benefits
The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/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 (https://www.colorado.edu/about) .
Be Statements
Be positive. Be supportive. Be Boulder.
What We Require
- 3+ 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
Knowledge of Microsoft tools (Word, Excel, Outlook).
Excellent communication and collaboration skills.
Customer service experience.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the Division.
Outstanding customer service skills.
Demonstrated ability to work as a member of a team and within a collaborative work environment.
Exceptional organizational, planning, analytical, and technical skills.
Exceptional attention to detail.
Ability to work independently and prioritize multiple requests.
Compassion while working with non-traditional students and students in academic difficulty.
Sensitivity to and appreciation of cultural, political, and geographical differences, with an ability to work well with faculty, staff, and students from around the world.
Demonstrated dedication to diversity and inclusion.
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 July 9, 2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs (https://jobs.colorado.edu/) .
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/Office-Manager-for-Student-Services/57582 (https://apptrkr.com/5365393)
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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.