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ACCESS Support Program Assistant
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Position Number: 5247689
Location: Boulder, CO
Position Type: Executive Assistants

ACCESS Support Program Assistant

Requisition Number: 56574
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 19-May-2024
Date Posted:

Job Summary

The Office of Information Technology encourages applications for an ACCESS Support Program Assistant! The Assistant will provide professional program support and coordination for the Advanced Cyberinfrastructure Coordination Ecosystem: Services & Support (ACCESS) Track 2 Support effort. This position will connect with grant recipients, make travel arrangements for award recipients, file expense reports, maintain accurate records, and secure the confidentiality of data collected on all applicants.
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

Vision:

Office Information Technology will be valued by campus as a strategic, inclusive and innovative partner in advancing learning and discovery in order to enable CU Boulder to be a premier public university.

Mission:

Office Information Technology enables campus priorities by providing high-value IT services and solutions.

Values:

Trust, as a foundation for how we engage with one another and with campus partners, along with
Avid curiosity in how to better support the campus and our stakeholders while
Fostering empowerment and authentic engagement among ourselves and
Celebrating inclusivity that promotes a sense of belonging while acknowledging that each person is unique and valued.

Strategy:

Office Information Technology will advance learning and discovery by delivering high-value reliable IT services and solutions that:

Provide a fluid and adaptable academic and student experience
Enable research competitiveness and
Deliver core infrastructure and enterprise IT services for business effectiveness.

Based on our departmental goals and our commitment to diversity and inclusive excellence, CIO Information Technology particularly welcomes applications from candidates whose knowledge, skills, and abilities, and desire to contribute to an inclusive campus environment, will help us achieve our vision of a diverse and inclusive community.

What Your Key Responsibilities Will Be

ACCESS Grant Program Support:

This role will work closely with the Deputy Director of ACCESS Support on communications surrounding awards to community grant recipients, including supervising a shared ACCESS grant mailbox and raising issues or concerns to the Deputy Director as they arise. The Assistant coordinates travel arrangements for recipients of the award, files expense reports, maintains accurate records, and secures the confidentiality of data collected on all applicants.

Specifically, this component will involve the following:

Contacting accepted applicants of the Computational Science Support Network (CSSN) Community Engagement Program (CCEP) once they have completed their commitments. This includes:

Maintaining correspondence with awardees while travel is being arranged,
Responding to requests in a timely manner, answering questions and providing good customer service, and
Managing travel costs against the CCEP award, making sure costs dont exceed the award.
Provide guidance to grant recipients on appropriate use of funds.
Booking flights on behalf of awardees in Concur.
This includes:

Following all travel rules set forth by the grant and the University of Colorado, and
Managing costs, receipts, flight changes and other special requests.
Booking hotel rooms for conferences on behalf of awardees.

This includes:

Making individual and/or group reservations with hotels or designated entities for larger events,
Making advanced group reservations when applicable to manage costs & demand,
Managing group reservations and deadlines to avoid penalties for unassigned rooms,
Filing credit card authorizations with hotel/s to ensure payment is properly applied, and
Managing costs, receipts and special requests.

Registering awardees for conferences on their behalf. This includes:

Collecting of substantial information from the registrant, including demographic and other confidential information that must be handled appropriately,
Meeting with awardees, when required, to review registration requirements, conference options and costs, and
Paying for registration on behalf of the awardee, while managing costs and receipts.

Managing travel expenses. This includes:

Filing expense reports in a timely manner.
Setting up reimbursements when necessary, and
Maintaining accurate financial records for the grant administrator.
Evaluate charges for appropriateness and reasonableness.
Employing standard processes when using University credit cards to maintain security.

This includes: Confirming secure sites when booking online, and

Encrypting email when necessary.
Managing contracts & costs for co-located events.
Managing any errant charges, schedule changes, or other issues that arise with grant travel.

Provide interpretation of travel policies and rules

This position will also manage travel for staff members of ACCESS Support to attend ACCESS quarterly meetings, retreats, or other meetings as needed.
This position will also handle meeting/event logistics in support of the ACCESS Grant Program, including reserving venues, ensuring A/V support, handouts/materials, and food and beverages are made available, when appropriate, and will perform additional administrative community grant related tasks, such as creating surveys or data entry as needed.
This position is responsible for completing all required training and following guidelines set forth by the IRB (Institutional Review Board) in the collection and maintenance of data on grant recipients for possible research.

Backup Executive Assistant Support

This role will assist the Executive Assistant to the Assistant VC for Research Computing and other ACCESS Support team members by handling meeting and event scheduling for members of this community and attending and taking notes and action items at ACCESS meetings in a backup capacity.

What You Should Know

After the interview process has ended, we would prefer a start in about 2 weeks. We plan to discuss this more in the interview!
This role is working in a hybrid work situation, working primarily remotely, but may be required to come to campus in Boulder, CO for a required in-person event or other unforeseen circumstance on rare occasions.

What We Can Offer

Salary: $46,100 - $57,300.

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 authentic. Be flexible. Be Boulder.

What We Require

BA/BS Degree from an accredited institution. A combination of education and/or relevant experience may substitute for the degree on a year-for-year basis.
1 year of experience providing professional-level administrative support, which includes:

Booking travel and travel expense management.
Advanced skills in MS Office (especially Outlook calendaring and Teams).

What You Will Need

Excellent verbal and written communication skills and interpersonal skills.
Excellent organizational and time management skills.
Ability to prioritize tasks, and adapt to shifting priorities in a fast-paced environment.
Strong attention to detail and accuracy.
Strong initiative to take on new tasks/positive "can-do" demeanor.
Ability to exercise independence and autonomy in performing duties while maintaining an ongoing communication/dialog with constituents.
Demonstrated good judgment, subtlety, tact and professionalism.
Ability to handle highly-sensitive and confidential information with appropriate discretion.

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 May 19, 2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/ACCESS-Support-Program-Assistant/56574