Administrative Assistant III

Position Details

University of Colorado | Denver

Class Title (Required by Rule): Administrative Assistant III

Working Title (Required by Rule): Administrative Assistant III

Working Location (Required by Rule): College of Liberal Arts and Sciences, CLAS Dean's Office, North Classroom Building 5014, 1201 Larimer St, Denver, CO 80204

FTE: Full-time 1.0 (100%) FTE | Hybrid

Salary Range: $50,856 - $53,712 ($4,238 - $4,476 monthly)

Position #00300388 - Requisition #37336

Join the University of Colorado Denver

About the University of Colorado - Denver

The University of Colorado Denver is the state's premier public urban research university and equity-serving institution. Globally connected and locally invested, CU Denver partners with future-focused learners and communities to design accessible, relevant, transformative educational experiences for every stage of life and career. Across seven schools and colleges in the heart of downtown Denver, our leading faculty inspires and works alongside students to solve complex challenges through break through innovations and impactful research, and creative work. As part of the state's largest university system, CU Denver is a major contributor to the Colorado economy, with 2,000 employees and an annual economic impact of $800 million. For more information, visit ucdenver.edu.

Type of Announcement (Required by Rule)

• Open Competitive: This position is open only to Colorado state residents.

Method of Appointment (Required by Rule)

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Job Description (Required by Rule)

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The department is committed to excellence in teaching, enabling learning and facilitating the intellectual growth of students at all levels, from lower division service courses to Bachelor's and graduate students. The department is maintaining undergraduate curricula that prepare our students to be integral members of the growing STEM workforce in Colorado, the U.S., and the world. At the Master's level, the department is thriving to be a major resource for industry and professionals in the community.

In research and the PhD program in Applied Mathematics, the department is living up to the designation of CU Denver as a research university, build a strong research reputation nationally and internationally, have a large fraction of faculty competitive in research and external research funding, support a significant fraction of graduate students by research grants, and keep adapting to the ever-changing funding landscape. The department is preparing its graduate students for successful research and teaching careers in academia and careers in industry and government.

Administrative Assistant III

What you will do:

This position exists to facilitate the overall daily operation of the Department of Mathematical and Statistical Sciences. This includes managing of supplies and equipment, supporting faculty by assembling class materials, textbooks, correspondence, maintaining accurate files, hiring department short term employees such as undergraduate student employees (TAs, RAs, graders, and hourly worker) and part-time lecturers, interpreting university policies, procedures and rules related to HR and employment, and providing to the students and faculty, as necessary, supporting the Associate Chair for course scheduling, provide purchasing assistance, meeting coordination, event planning, reimbursements, as well as acting as a point of contact representing the department to students and members of the public, and various other duties and projects as assigned or needed.

Administration - 27%

• Support SBOC with EMS and room reservations during absences.
• Maintain Access Matrix with Facilities; manage access procedures, records, and keys.
• Supervise and assign tasks to student workers.
• Cross-train and provide backup for admin staff.
• Open department daily: check classrooms, stock supplies, verify reservations.
• Monitor main voicemail and respond to calls.
• Provide front desk support during Summer.
• Manage math staff email: respond or forward as needed.
• Occasionally assist with exam proctoring requests.
• Share info on faculty hours, research, events, and deadlines.
• Serve as a resource for faculty, students, and visitors.
• Support floor events: order food, prep, and clean up.

Hiring Coordination & Payroll - 33%

• Coordinate hiring for part-time lecturers and student employees (TAs, RAs, graders, hourly); draft letters and enter data in HCM.
• Ensure graders are listed as hidden TAs in CU-SIS for Canvas access.
• Compile semester contact list (faculty, TAs, RAs, lecturers); share by census date.
• Communicate HR policies to all hires; alert Chair to non-compliance.
• Collect and process hiring documents (I-9s, background checks, etc.).
• Maintain personnel files and payroll records.
• Manage student payroll: time collection, reporting, and file upkeep.
• Stay current via HR trainings/webinars.
• Resolve HR/payroll issues and inquiries.
• Track lecturer/TA degrees and share with Chair/Associate Chair each term.
• Keep records of supervisor approvals (salary, timing, job details).
• Post lecturer positions in CU Careers and manage appointment types.

Course Coordinator - 33%

• Assist instructors with CU-SIS, Canvas, and student transcript requests.
• Support undergrad inquiries; handle classroom equipment/supply issues and repairs.
• Notify instructors of teaching assignments; copy Associate Chair.
• Serve as FCQ Administrator: manage communication, reminders, and archiving.
• Track and log schedule changes; maintain spreadsheet for Associate Chair.
• Notify students of cancellations or openings; update CU-SIS and copy Associate Chair.
• Maintain and follow course schedule checklist; prompt others as needed.
• Track instructor/TA absences; log and help resolve coverage issues.
• Order textbooks; manage desk copy inventory, distribution, and returns.
• Maintain textbook database; liaise with bookstore/publishers for issues.
• Direct student workers/IT to update office hours and syllabi online.
• Collect and post syllabi each term; gather final exams for assessment.

Uniform Final Coordinator - 7%

• Manage logistics for Uniform Final events: room reservations, catering, materials, agenda, and tech support.
• Work two Saturdays per academic year (6 a.m.-5 p.m.) to support faculty, TAs, and students during finals.

Qualifications you already possess (Minimum and Special Qualifications) (Required by Rule)

The minimum qualifications reflect the required age, education, experience, licensure and certification that applicants for the announced position must possess in order to advance in the selection process. Per Colorado Revised Statute (C.R.S.) 24-50-112.5 (1) (a), minimum qualifications are set by DHR on behalf of the State Personnel Director; the Rules allow them to be modified under certain circumstances.

• Three years of general clerical or administrative service experience.
• College or university course work may substitute on a year-for-year basis.

Substitutions (Required by Rule)

Listing the substitutions ensures that applicants with qualifying work experience are not barred from competing solely because they do not possess the required education except where such education is a prerequisite for a profession or is required by law, as required per C.R.S. 24-50-112.5 (3)(a).

Preferred Qualification to possess (Preferred Qualifications) (Required by Rule)

• Experience with managing data and records with a computer (through a spreadsheet for example).
• Experience with HR or course scheduling.
• Experience in handling and managing tasks, seeking them through completion and reporting the outcome to stakeholders.
• Experience working with a team.
• Experience with customer service.

Knowledge, Skills, and Abilities

• Ability to learn University, department processes and procedures and apply them.
• Ability to learn and adapt to changing environments.
• Ability to gather information, including from department record, and compile relevant information. Proficiency in software such as MS Office, strong time management skills, and ability to multi-task.
• Ability to take meeting notes.
• Excellent oral and written communication skills.
• Strong organizational skills with the ability to handle time sensitive situations.
• Excellent interpersonal skills with a pleasant professional demeanor and service orientation.
• Ability to work independently as well as with a team.

Conditions of Employment

• This position follows a hybrid work structure where employees can work remotely or from the office, as needed, based on demands of specific tasks or personal work preferences. Working from the office is encouraged when working on tasks that require a high degree of collaboration.

Mental, Physical, and/or Environmental Requirements

• The ability to sit for extended periods, stand and walk occasionally, reach with hands and arms, use hands to manipulate a keyboard and mouse, and have good near vision for computer work; often requiring minimal lifting, but may involve bending or reaching to retrieve items from shelves or drawers.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at workplaceengagement@ucdenver.edu .

Employment Sponsorship

Please be advised that this position is not eligible now or in the future for visa sponsorship.

Compensation and Benefits (Required by Rule)

The salary range (or hiring range) for this position has been established at $50,856 - $53,712 ($4,238 - $4,476 monthly).

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is exempt and is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado Denver provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Closing Date (Required by Rule)

This application closes on Aug 1, 2025, 11:59:00 PM. Those who do not apply by this date may or may not be considered.

Required Application Materials (Required by Rule):

Applications will be reviewed to determine if you meet the minimum qualification for the position. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration. Be sure your application specifically addresses the requirements as listed in the minimum qualifications. Address your specialized experience, work products, and accomplishments as they relate to the position duties and minimum and preferred qualifications. Attach additional pages if necessary to fully explain your experience and accomplishments.

Application Instructions

To apply, please visit: http://www.cu.edu/cu-careers and attach:

• A cover letter which specifically addresses the job requirements and outlines qualifications
• A current CV/resume
• List of three references (we will notify you prior to contacting both on and off-list references)

Questions should be directed to Carri Boothe at CARRI.BOOTHE@UCDENVER.EDU.

Background Check Policy

The University of Colorado Denver strives to maintain a safe and productive educational, clinical, research and employment environment. All prospective employees and current employees must, therefore, consent to and pass background checks prior to any final appointment/employment.

Appeal Rights (Required by Rule)

Refer to Chapters 4 and 8 of the State Personnel Board (SPB) Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The SPB Rules and Personnel Director's Administrative Procedures and a standard appeal form are available at www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of notice or knowledge of the action: Colorado State Personnel Board, 1525 Sherman Street, 4th Floor, Denver, CO 80203, or fax it to 303-866-5038 and provide a copy to the Respondent. The 10-day deadline and these appeal procedures also apply to all charges of discrimination.