Job Details

Fellow's Assistant

Position Number: 6680839
Location: Boulder, CO
Position Type: Other Administrative Positions

Fellow's Assistant

Requisition Number: 68278
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 05-Nov-2025
Date Posted:

Job Summary

The Fellows Assistant is an integral member of JILA research groups and provides travel and other support services to that contribute to a welcoming environment. This position assists with travel arrangements and related reimbursement/expense reports and serves as a communications hub by providing communication and information to support organizational transparency and to promote a feeling of connectedness for JILAns. This position is responsible for organizing various research events and for welcoming new people into their research groups as part of JILA's onboarding process.
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.

Who We Are

JILA is a joint institute of the University of Colorado Boulder and the National Institute of Standards and Technology. We support eclectic and innovative research programs that foster creative collaborations among our scientists. The wide-ranging interests of our scientists have made JILA one of the nation's leading research institutes in the physical sciences. JILA science encompasses eight broad categories: Astrophysics, Atomic & Molecular Physics, Biophysics, Chemical Physics, Laser Physics, Nanoscience, Precision Measurement, and Quantum Information Science & Technology.

What Your Key Responsibilities Will Be

Travel Support

Connect with and assist JILAns who will be traveling for research purposes
Educate travelers on correct procedures for travel and reimbursement
Manage travel arrangements and travel reimbursement reports for assigned research groups and centers
Serve as a central resource on travel questions
Document and distribute travel procedures
Arrange travel and reimbursement for non-employee collaborators and recruits

Fellow and Center Support

Provide administrative support for routine operations and ad hoc projects to assigned Fellow(s)
Procure a variety of operating, event, and research supplies
Maintain group website, LinkedIn group, and email distribution list
Assist in preparing grant proposal documentation

Research and Center Events

Plan and implement event logistics for all research events including purchasing food and supplies; budgeting; reserving physical location; room set-up and clean-up; and preparing event documentation
Greet guests and ensure clear communications for events
Coordinate participant travel information including lodging arrangements, travel accommodations, parking arrangements, and local transportation
Process participant reimbursements

Center Specific Support

Prepare NSF annual reports for PFC and Q-Sense Centers
Coordinate monthly PFC talks by scheduling speakers and purchasing lunch
Monitor participation and email communications regarding the PFC's Professional Development Program
Support organizing events and monitoring participation

Cardholder and Reconciler

Use procurement card to procure goods and services aligned with CU policy
Document and record all procurement card purchases in JILA and CU finance system
Reconcile PISEC Director's procurement card purchases monthly

What You Should Know

This position offers a hybrid work modality with 3 days on-site and 2 days of remote work per week
Work schedule is during standard business hours with occasional work hours outside of normal business hours to support events

What We Can Offer

The annual hiring range for this position is $55,100-$69,000

Benefits

At the University of Colorado Boulder, we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be ambitious. Be groundbreaking. Be Boulder.

What We Require

Bachelor's degree and 2+ years of experience directly related to the job duties
Equivalent combination of education and experience may substitute

What You Will Need

Ability to obtain CU purchasing and travel card, receive associated training, and implement knowledge in operations
TIPS certification, or ability to obtain TIPS certification upon employment
Excellent communication skills including written, verbal and interpersonal
Proficient in Microsoft Office programs, especially Outlook, Word and Excel
Ability to establish and maintain positive and cooperative working relationships
Ability to organize and successfully manage multiple projects occurring at the same time and keep detailed and accurate records
Ability to work effectively in a working environment with multiple interruptions
Willingness to mentor and aid research students, staff and faculty
Internal motivation with the ability to work independently as well as in cooperation with an interdisciplinary team
Ability to anticipate the needs of the broader team and develop/recommend policies and procedures
High degree of professionalism and ability to maintain confidentiality

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time. Please apply by November 5, 2025 for consideration. Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Fellow-s-Assistant/68278