Administrative Assistant

Job Summary

The Pre‑Collegiate Programs Department at CU Boulder invites applications for an Administrative Assistant! This position provides information and support services to the CU Upward Bound (CUUB) program by maintaining student and target school information, disseminating program materials to target area site coordinators, students and parents, scheduling meetings for staff and students where necessary, monitoring all program expenses to ensure expenditures are in compliance with federal grant award, purchasing materials and supplies to meet program needs, and reconciling financial statements.

This position trains and works closely with student assistants for office support and peer counseling.

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 Office of Precollege Outreach and Engagement partners with communities across Colorado and beyond to provide first‑generation students and their families with comprehensive college preparation and social development programming.

• Initial data entry and update/maintain information for all students, both prior and current for in‑house Federal Reporting Requirements and accountability
• Manage CUUB database by creating and updating information for previous, current, and new students
• Maintain data entry information and continued management of information in database to conform with Federal reporting requirements each year
• Assist with annual electronic submission of reports, making corrections/changes as needed to ensure acceptance/accuracy of reports

• Create and maintain all paper and electronic files on previous, current, and newly accepted Upward Bound students, update various inter‑office rosters and lists of students, such as but not limited to current students including grade level, dismissed and/or dropped students, attendance records for insurance/housing/federal reporting purposes, and mailing/address lists
• Assist with mailings such as monthly family memos, stipends, and summer‑required forms
• Request and collect high school transcripts for each participant from their target high schools
• Distribute and collect necessary forms needing student/parental signatures for attendance in the Summer Academic Institute, such as release and waiver forms for attendance and medical/insurance related forms using US postal service, electronic scanning, fax, and email as needed

• Monitor program expenditures to ensure adherence to all State and Federal regulations
• Maintain and track all expenditures made by Upward Bound staff using payment vouchers, procurement card, purchase orders, and travel expenses
• Research any errors on financial statements and process a journal entry to correct the error
• Process necessary university related forms such as Payment Vouchers, warrant adjustments for participant academic year and summer stipends, Additional Pay for Staff, Honorarium for guest speakers, and office related expenses such as reimbursements of expenses
• Determine appropriate use of account codes to ensure correct and accurate in CU Data
• Use of expense reporting system for procurement card transactions/reallocations and distribute monthly statements according to university protocol
• Reconcile monthly budget statements using CU Data and maintain internally created spreadsheets using Excel for detailed expenditures to ensure accurate accounting information is available for UB staff
• Process and reconcile procurement card charges in the Concur and Travel expense system
• Train and work closely with work‑study and/or student hires within Upward Bound regarding payments of Stipends

• Initiate Scope of Work (SOW) process for individual contract workers such as site coordinators and guest speakers, communicate with individuals to ensure timely completion of forms and payment
• Monitor…