Job Details

This ad is expired.

Academic and HR Coordinator
Go to our website »

Position Number: 5134624
Location: Boulder, CO
Position Type: Business - Human Resources

Academic and HR Coordinator

Requisition Number: 55549
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 09-Apr-2024
Date Posted:

Job Summary

The Department of Geological Sciences invites applications for an Academic and HR Coordinator!

This role encompasses professional administrative, technical, and logistical support responsibilities within the Department of Geological Sciences. The individual in this position is tasked with the independent planning, prioritization, and management of the department's undergraduate program workflow. This includes maintaining effective support for the Chair, Associate Chair, and academic advisors while serving as the primary contact for undergraduate program communications. The coordinator manages administrative paperwork, facilitates course enrollment processes, and collaborates with faculty to enhance the program's effectiveness. Additionally, the role involves significant engagement with students, from resolving scheduling issues to disseminating information about funding opportunities and events.

In addition to academic responsibilities, the position provides comprehensive HR coordination, ensuring adherence to departmental and university policies. The coordinator is the go-to for HR inquiries, managing records, compliance training, and performance evaluations. They also handle updates to the department's website and shared resources, provide training on administrative procedures, and be responsible for the department's parking assignments. The role includes supervising student assistants to ensure smooth office operations, managing travel and event logistics, and offering office/lab relocation support. The coordinator is instrumental in maintaining the department's daily operations and ensuring the academic and professional needs of faculty and students are efficiently met.

This position may require occasional evening or weekend hours to support departmental or campus events.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The University of Colorado at Boulder is ideally suited to the study of geological sciences. At the junction of the high plains and the Rocky Mountains, the Boulder area represents a natural outdoor laboratory where you can study geological features of all ages in diverse settings, and observe earth processes firsthand. Fieldwork in the Rocky Mountain region is an essential part of instruction and research.

The department considers the diverse opportunities for field studies a particular strength of its undergraduate programs. In addition, the department has research laboratories for studying rock and mineral deformation, soils, sedimentation, geo-microbial processes, petrology, and mineralogy.

What Your Key Responsibilities Will Be

Undergraduate Program Administration

Independently plans, prioritizes, and manages the workflow of the undergraduate program, ensuring administrative, technical, and clerical support for the Chair, Associate Chair, and academic advisors is maintained effectively.
Serve as the primary point of contact for the Undergraduate Program, facilitating communication with faculty, advisors, TAs, and university offices.
Maintain and administer communication through the Undergraduate Program Assistant email box, addressing student queries efficiently.
Process administrative paperwork for the program including special actions forms, grade changes, and enrollment in internships or independent studies.
Serves as the staff representative on the Undergraduate Curriculum Committee, assisting with its administrative needs and communications.
Assist faculty and students within CUSIS to drop/add courses and to enroll in honors thesis, independent study, and internships.
Process and submit Special Action Forms and Change of Record Forms.
Distribute relevant information to students via listservs, including opportunities for funding and upcoming events.
Collaborate with faculty mentors and advisors to strengthen the undergraduate experience and program effectiveness.

Academic Course Schedule Management

Plan, develop, and implement the GEOL course schedule each fall, spring, and summer term.
Solves course scheduling problems for the department by defining problems, researching and developing solutions, and recommending a plan of action for faculty.
Maintain all key course scheduling target dates, keeping the Associate Chair of Undergraduate Programs and the full GEOL faculty roster on track.
Fill knowledge gaps between rotating faculty Associate Chairs, who may be incoming faculty with little knowledge of departmental course history or curriculum management practices.
Serve as the primary knowledge base for how the GEOL course schedule is managed.
Research and verify the accuracy of course information, enrollment data, instructor information, room usage, and room features.
Work closely with the GEOL Associate Chair of Undergraduate Programs and Academic Scheduling office to develop course schedules per semester adhering to all end dates.
Prepare and submit course term update forms to add, delete, or modify a class as needed.
In coordination with Associate Chairs of Graduate and Undergraduate programs to ensure the accuracy of the course catalog.

HR and Administrative Support

Provide comprehensive HR support from recruitment to termination, including maintaining onboarding and exit procedures.
Ensure accurate and timely HR record-keeping, monitoring changes in employment status, and maintaining up-to-date personnel records.
Assist with the implementation and documentation of performance evaluations, ensuring compliance with due dates and procedures.
Serve as the primary contact for faculty and lab managers regarding HR inquiries, guiding through the hiring process and compliance training.
Conduct audits for Sexual Harassment & Discrimination training, ensuring all employees complete required trainings by due dates.
Offer guidance on HR processes, including background checks, training verifications, and proper employment classifications.
Verify signed offer letters and addendum letters are received, tracked, and electronically filed in personnel records, verify background checks and training completion, and provide hiring advice to managers regarding appropriate employment types.
Assist with keeping resources, policies, and procedures on the GEOL website and shared drives updated and accessible.
Provide training to new hires and faculty on MyLeave usage and payroll/timesheet submission and approval dates.
Manage website updates upon review of the site and/or requests for updates submitted by the department.
Serve as the departmental parking liaison.
Handle administrative issues for faculty and students as they arise.
Serve as an informational resource and first point of contact for faculty and student concerns and questions.
Various administrative duties, which include ordering office supplies and serving as the departmental FCQ coordinator.

Field Trip Logistics and Student Employee Supervision

Recruit, hire, schedule, and supervise student assistants to ensure smooth front oce operations. Student assistants will:
Receive and complete all copy requests promptly. Maintain and troubleshoot copiers.
Analyze incoming mail, e-mail, and distribute to appropriate parties.
Answer questions and assist students and faculty who email, call, or walk-in.
Ensure security of and appropriate use of keys at the front desk.
Assist faculty and graduate students with supplies and equipment check-out.
Assist with department events as needed (staffing, preparations, set-up, take-down)
Lead and train student employees on travel and non-employee reporting and reimbursement processes for GEOL.
Review all travel purchasing to ensure compliance with approved budgets and policies, procedures, rules, and regulations.
Advise and guide during field travel status and coordinate with the traveler upon return to achieve a timely and accurate travel report allocation.

Other Duties As Assigned

Duties may include assistance with annual events including commencement ceremonies, retirement, and holiday parties, and other needs identified by the Chair and Director.
Office/lab relocation support.
Other duties as assigned that support the Department of Geological Sciences.

What You Should Know

This position requires on-campus attendance 4 days per week and 1 day of hybrid work.

What We Can Offer

Anticipated starting salary for this position is $50,000-$54,000 annually.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be adaptable. Be proactive. Be Boulder.

What We Require

Bachelors degree or a combination of education and experience may substitute.

What You Will Need

Ability to handle multiple, complex assignments.
Ability to work independently as well as on a team.
Strong organizational, planning, and time management skills.
Ability to work in an environment with frequent disruptions.
Intermediate to advanced competency in Excel and handling large data sets.
Proficiency in Microsoft Office Suite.
Demonstrated ability to establish and maintain effective and trusting working relationships at all levels of an organization.
Demonstrated effectiveness in written and oral communications, collaboration, and problem solving.
High degree of professionalism and ability to maintain confidentiality and work with critical information.
Sensitivity to and appreciation of cultural, political and geographical differences, with ability to work well with faculty, staff, and students from diverse backgrounds.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically addresses the job requirements and outlines qualifications.

You will not be asked to upload references at this time. Please apply by April 9th, 2024 for consideration. Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Academic-and-HR-Coordinator/55549