Temporary Administrative Assistant

Position: Temporary Administrative Assistant (Full Time)
University of Colorado Denver

Department:
School of Education & Human Development and School of Public Affairs

Job Title:

Temporary Administrative Assistant (Full Time)

This is a Temporary position limited to no more than 9-months

Job Summary:

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.

Examples of Work Performed

Calendar & Scheduling Support

* 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

* SPA‑specific:
Coordinate requests for the SPA Dean's time in partnership with and under the supervision of the Director of Faculty Affairs & HR Operations.

* SEHD‑specific:
Provide telephone and email support for the SEHD Dean, including answering calls, taking messages, and responding to emails forwarded by the Dean.

Administrative & Office Management

* 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.

Meeting Support & Record Keeping

* SPA‑specific:
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.

* SPA‑specific:
Prepare minutes from recorded SPA meetings and maintain accurate, well‑organized records of all minutes and related materials.

* SEHD-specific:
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.

* SEHD-specific:
Provide agendas, in advance, to participants in meetings with the Dean.

* SEHD-specific:
Support the scheduling, agenda-setting, and note taking of statewide and national committees that the dean leads, as needed.

* SEHD-specific:
Provide backup support to the Operations Manager and assist with event planning, logistics, and set-up as needed.

Facilities, Procurement & Operations

* SPA-specific:
Manage and order office supplies through CU Marketplace.

* SPA-specific:
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…