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CIRES/CEEE Administrative and Communications Coordinator
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Position Number: 5137141
Location: Boulder, CO
Position Type: Public Relations, Marketing and Communications

CIRES/CEEE Administrative and Communications Coordinator

Requisition Number: 55568
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 04-Apr-2024
Date Posted:

Job Summary

The Cooperative Institute for Research in Environmental Sciences (CIRES) Center for Education, Engagement and Evaluation (CEEE) has an opening for a part-time to full-time (75-100%) Administrative and Communications Coordinator position. The Administrative and Communications Coordinator will focus on supporting the administrative and logistical support needs (HR, finance, travel) across the team. The job duties will further include web updates and coordination of communication (newsletter, social media, marketing campaigns).

A portion of this position (25%) will be focused on administrative and grant support for the Polar Science Early Career Community Office (PSECCO). Job duties for the PSECCO will include support for events, grant programs and website support. This position will work closely with teams all across CIRES CEEE to provide daily administrative support. This position will also interact and collaborate with CIRES Administrative teams including CIRES Finance, CIRES Human Resources, CIRES Communications, CIRES IT, and more. The successful candidate would work across all CIRES CEEE projects and support events and communication of the team.
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

Cooperative Institute for Research in Environmental Sciences: At CIRES, the Cooperative Institute for Research in Environmental Sciences, more than 850 environmental scientists work to understand the dynamic Earth system, including peoples relationship with the planet. CIRES is a partnership of NOAA and the University of Colorado Boulder (UCB), and our areas of expertise include weather and climate, changes at the Earths poles, air quality and atmospheric chemistry, water resources, and solid Earth sciences. Our vision is to be instrumental in ensuring a sustainable future environment by advancing scientific and societal understanding of the Earth system.

CIRES Center for Education, Engagement and Evaluation (CEEE): CIRES CEEE is a team of 24 outreach, education and evaluation professionals. CIRES CEEE is a well-known and trusted partner for connecting CIRES science with educators, learners and communities. We strive to make research data accessible, inspire environmental action and empower curiosity and scientific engagement. We provide accessible, inclusive, high-quality environmental science curriculum and informal learning experiences, as well as meaningful professional and career development opportunities.

Polar Science Early Career Community Office (PSECCO): PSECCO is a national-level organization housed at CU Boulder within CIRES CEEE focused on scientists who are studying Arctic and Antarctic regions who are early in their careers ranging from undergraduates to individuals who are 10-years past their last-earned degree. PSECCOs mission is also focused on empowering and elevating polar early career scientists in the work they are already doing, supporting vibrant community, providing opportunities and resources, offering skill trainings and working together towards more just, inclusive, diverse, equitable and accessible polar science environments.

What Your Key Responsibilities Will Be

Administrative

Manage purchasing for CIRES CEEE.
Manage event planning and scheduling, and where necessary, coordinate with the CIRES event planner on event logistics.
Aide with PSECCO event publicity and logistics.
Collaborate with CIRES IT on AV needs for events and meetings.
Support online and hybrid meeting logistics.
Provide logistical and technical support for workshops, panels, and webinars.
Manage room reservations for standing meetings, working groups, and other events.
Assist travelers (CU employees and external) with travel approval and reports.
Maintain contact information sheet for CIRES CEEE and update listservs regularly.
Support the evaluation team in setting up surveys in Qualtrics and reporting tasks.
Create reference libraries and manage supplemental documents for grant proposal submissions.
Update the CIRES CEEE calendar & keep the CIRES CEEE partners advised of activities.
Develop and maintain CIRES CEEE and PSECCO Standard Operating Procedures (SOPs) to help streamline program management and support processes.
Coordinate office needs including sending mail and working with CIRES facilities to coordinate maintenance.

Program Management & Research Support

Track publications, press coverage, and grants submitted and lead on program reporting for CIRES CEEE.
Develop content for one-pagers, newsletter and other written documents and presentations as needed.
Adopt and support innovative approaches and technologies that help teams engage and innovate in a hybrid work environment.

Human Resources (HR) Administration

Act as a liaison to CIRES HR to support communication, coordination, and consistency of HR activities.
Maintain knowledge of UCB requirements and reporting regulations affecting HR functions.
Onboard new personnel including new equipment purchases.
Coordinate hiring paperwork for new personnel.
Setting up payment for contractors and partners.
Assist with advertising job openings for hourly student employees.
Act as a liaison for communication between student job applicants and CIRES CEEE.

Communication & Website Management

Update program websites (e.g., create new web pages, update content), working with the software developer and CIRES IT as needed for technical help.
Support CIRES CEEE communicators on social media and marketing campaigns.
Coordinate with CIRES comms team on internal and external communications as needed.
Develop News content for the PSECCO website before and after grant solicitations and events.

Financial Administration

Track and review monthly, quarterly, and annual financial reports and assist with budget planning efforts.
Purchase and distribute office supplies, computers, and parking passes, and submit reconciliation paperwork.
Act as a liaison to CIRES Finance to support communication, coordination, and consistency on finance information and activities.
Act as administrative liaison to PSECCO Conference Travel and Belonging, Accessibility, Justice, Equity, Diversity and Inclusion (BAJEDI) grant recipients; distribute funds to awarded parties in collaboration with a CIRES Finance Manager.
Maintain knowledge of relevant CIRES and UCB financial policies, procedures, systems, and information.
Supervise gift card payments and manage stipend and contractor payments.
Work with the CIRES finance team and program managers to ensure contractors, event speakers, gift card and stipend recipients are paid timely.

What You Should Know

This is a part-time to full-time (75-100%) appointment. The position will be mostly an in-person position, given the nature of the duties with high levels of in-person interaction with the team. Some virtual work will be possible but is dependent on establishing a working arrangement with the CIRES CEEE Director and following current CIRES and university guidance and policies on hybrid work. The in-person work will be conducted in the CIRES CEEE office on the CU Boulder campus.

What We Can Offer

The hiring range for this position is $50,000-$60,000 annually at 100% time.

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 curious. Be informed. Be Boulder.

What We Require

Bachelors degree in a related field and at least one year of relevant work experience.
A combination of education and/or experience may substitute.

What You Will Need

Excellent written and oral communication skills.
Problem-solving skills.
Ability to work with and across a large (30 person), collaborative and dynamic team.
Strong interpersonal and team collaboration skills.
A high degree of professionalism and service-orientation.
Outstanding organizational skills, attention to detail, and ability to manage multiple tasks and priorities and meet due dates.
High proficiency with Microsoft Office (Word, Excel, OneDrive), Outlook calendar software, Zoom, and Google Suite (docs, sheets, drive).
Proficiency with collaborative software (e.g., Teams, Zoom, Asana, Microsoft OneDrive, Google Docs, Sheets, and Slides).
Capable and willing to learn how to navigate new platforms to build community in online environments.
Ability to contribute to a diverse and inclusive environment as part of the CU Boulder Inclusive Excellence vision.
Ability to work independently with ability to take ownership of tasks from inception to completion.

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 April 4, 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/CIRES-CEEE-Administrative-and-Communications-Coordinator/55568