Academic Resources Administrative Assistant

Job Summary

The CU Book Store at CU Boulder invites applications for an
Academic Resources Administrative Assistant ! This position supports the daily operations of the Testing & Assessment Center, Vending Services, and Academic Resources by coordinating processes, managing communications, and providing administrative support across departments. This role serves as a central point ofcontact for faculty, vendors, and internal partners while ensuring efficient tracking, reporting, and compliance with university policies.

Key responsibilities include overseeing exam intake and tracking,coordinating graders, managing faculty communications, and supporting billing and reporting for testing services. The position also leads vending support by handling service requests, vendor communications, contract coordination, and operational reporting.

Additionally, the role provides Academic Resources support through purchase order tracking, digital resource coordination, customer service support, and departmental administration, including maintaining documentation, and event coordination.

The ideal candidate is highly organized, detail-oriented, and ableto manage multiple priorities while delivering excellent customer service in a collaborative, fast-paced environment.

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 aworkplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds toapply, including protected veterans and individuals with disabilities.

The CU Book Store offers a convenient place for students to prepare for their academic endeavors. The store offers academic course materials, and school supplies for all students, faculty and staff.

We also provide logo-ed gear for all patrons and visitors of the university. By offering innovative services and customer centricculture, the Store strives to provide a welcoming environment forall members of the campus community, and the Boulder Community atlarge.

• Oversees the daily Testing & Assessment center administrative tasks, including the intake and documentation ofexams, assigning exams to available graders, tracking the status ofall in-process exams, communicating with faculty to update them onexam status, gathering additional needed information or answer their questions, and the proper disposal of exams in accordance with University policy.
• Main point of contact for all incoming correspondence via phoneand email for the Testing & Assessment Center, as well as forall Testing & Assessment Center vendors, and responsible for setting up, organizing and scheduling any departmental meetings,trainings or functions, as necessary.
• Assists the Testing & Assessment Center Supervisor completing monthly billing for services provided, documents departmental procedures and creates training materials, tracks the training status of all student graders and provides that information to their supervisor and distributes monthly Testing& Assessment Center reporting, as needed.

• Main contact for CU Boulder Vending, including, but not limitedto, refund requests, maintenance issues, product requests, new machine requests, changes to existing machines, communication from current vendors, communication from building proctors and general customer feedback.
• Routes each request to the correct person, team, department orvendor and tracks each request to ensure timely response or completion.
• Maintains a good working relationship with each vending vendorand building proctor, ensuring all their needs get met and questions get answered in a timely manner.
• Coordinates new vending contracts once they have been negotiated and approved by the Vending Supervisor, including submitting the contract via the correct channels for approval,providing any additional information needed by contract approversupon request, maintaining communication with the new vendor toprovide status updates and gathering additional needed information,working with the necessary CU Boulder departments and Vending Supervisor to finalize the lease of building space for the new vending machines, and upon obtaining a finalized signed contract,coordinating with the new vendor on logistics of placing their new machine and documenting new customer service and maintenance procedures.
• Coordinates, organizes and schedules any necessary meetings between the new vendor, CU Boulder departments and the Vending Supervisor throughout the new vendor approval process.
• Assists the Vending Supervisor in coordinating and completing amonthly audit of all active vending machines, coordinating the replacement or upgrade of vending machines as necessary and as outlined in each vending contract, the surveying and collection of comments and feedback from each building proctor where there is currently a vending presence or where there is potential…