Temporary Administrative Assistant

Temporary Administrative Assistant

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.
• 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.
• Meeting Support & Record Keeping:
  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.
• Facilities, Procurement & Operations:
  Manage and order office supplies through CU Marketplace. Oversee facilities needs, including submitting and tracking maintenance and facilities work orders. Manage room scheduling requests for SPA & SEHD conference and classroom spaces using Outlook and EMS Room Scheduling software.
• Student, HR, Faculty Affairs & Project Support:
  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.

Work Location:

Onsite - this role is expected to work onsite and is located in Denver, Colorado. Occasional work during the evening and/or weekends may be required. This position requires an onsite presence on campus. Typical workday is expected to be 8:30am-5pm (with a 30-minute lunch), or 8am-5pm (with a 1-hour lunch) with hours or days split between the two Dean's offices.

Why Join Us:
The School of Education & Human Development at the University of Colorado Denver is a statewide and national leader for educational quality, access and equity across the education lifespan, from birth through higher education. We prepare equity-minded and inclusive educational, community, family, and mental health practitioners, scholars, and leaders dedicated to eradicating inequalities and discrimination. We champion change that leads to well-being, opportunity, and life-long learning in the diverse urban, rural, and global communities that we serve.

Qualifications:

Minimum Qualifications:

Applicants must meet minimum qualifications at the time of hire. 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.

Preferred Qualifications:

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.

Knowledge, Skills, and Abilities:
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,…