Temporary Administrative Assistant

University of Colorado•Denver, CO

11h•Onsite

About The Position

This is a Temporary position limited to no more than 9-months. This position is shared between the School of Public Affairs (SPA) and the School of Education & Human Development (SEHD) and provides comprehensive administrative, operational, and office management support to both Deans and their respective Dean’s Offices. The role supports two academic units with distinct missions and operational needs, requiring strong organizational skills, adaptability, and the ability to balance priorities across both schools. A high degree of confidentiality, discretion, and sound judgment is essential, particularly when handling sensitive executive level, HR, faculty affairs, and student‑related information. Responsibilities include calendar management for both Deans, reception and front-line communication, procurement, facilities coordination, meeting and event support, record keeping, and administrative assistance for HR/faculty affairs processes. The position serves as a resource to faculty, staff, students, and external partners, ensuring a professional, service‑oriented environment in both schools.

Requirements

One (1) year of relevant administrative or customer service experience, including roles that require direct interaction with clients, students, or the public.
A combination of education and experience will be considered, including customer service roles that demonstrate transferable skills such as communication, problem‑solving, multitasking, and attention to detail.
Ability to communicate effectively written and orally.
Ability to establish and maintain effective working relationships with employees at all levels.
Outstanding customer service skills.
Strong organization, follow‑up, attention to detail, and time‑management abilities.
Proficiency with Microsoft Office, including intermediate skills in Word, Excel, and Outlook.
Demonstrated understanding of diversity, equity, and inclusion and commitment to equitable practices.
Ability to maintain strict confidentiality and exercise discretion, judgment, and professionalism when handling sensitive information.

Nice To Haves

Two (2) years of experience in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field.
Experience in a higher education setting and familiarity with university systems (e.g., Marketplace, EMS Room Scheduling).
Experience in office management.
Bachelor’s degree in a related field.

Responsibilities

Manage the calendars of both the SPA Dean and the SEHD Dean, ensuring schedules remain accurate, current, and aligned with shifting priorities.
Initiate contacts with and respond (within 24 hours) to meeting requests from internal and external personnel.
Provide primary administrative support to both Dean’s Offices, including word and data processing, filing, copying, and anticipating administrative needs.
Serve as the first point of contact for visitors, students, faculty, and staff; greet and direct individuals to appropriate offices.
Provide reception for the SPA & SEHD Dean’s Office and ensure the office is viewed as a service oriented environment.
Provide front‑line response to general inquiries by phone and email, answering questions and directing individuals appropriately.
Organize and maintain files and records for both Dean’s Offices, including confidential and sensitive materials, ensuring compliance with retention and privacy requirements.
Maintain clean, professional, and welcoming office environments in both schools.
Track agenda items and assist the Director of Faculty Affairs in agenda preparation for Faculty Council, Executive Committee, and other SPA meetings or groups as needed.
Prepare minutes from recorded SPA meetings and maintain accurate, well‑organized records of all minutes and related materials.
Provide support, as needed, to the Operations Manager who arranges and takes notes for governance committee meetings involving the dean such as the Program Leaders Council, and the Budget, Finance, & Policy Committee.
Provide agendas, in advance, to participants in meetings with the Dean.
Support the scheduling, agenda-setting, and notetaking of statewide and national committees that the dean leads, as needed.
Provide backup support to the Operations Manager and assist with event planning, logistics, and set-up as needed.
Manage and order office supplies through CU Marketplace.
Oversee facilities needs, including submitting and tracking maintenance and facilities work orders.
Oversee the maintenance of all SPA & SEHD kitchens, mail/copy rooms and common areas, including ordering supplies and submitting work requests as needed.
Manage room scheduling requests for SPA & SEHD conference and classroom spaces using Outlook and EMS Room Scheduling software.
Provide administrative support for SPA HR and faculty affairs processes, including record keeping, meeting minutes, and agenda tracking.
Coordinate with the Director of Faculty & HR Operations to plan and support SPA faculty and staff retreats, including logistics, scheduling, materials preparation, and on‑site assistance.
Provide assistance for other SPA events as needed.
Assist with various projects as assigned by SPA and SEHD leadership.
Provide general administrative assistance to both Dean’s Office teams.