Academic Administrative Assistant

 

Job Title: Academic Administrative Assistant

Department: Organismal Biology & Ecology

Campus Location: Main Campus

FLSA Status: Nonexempt/ Hourly

Position Type/ Work Schedule

• 1892.8 Hours per year
• 12 Months per year
• 39.4 Hours per week (Estimated)

About Us

At Colorado College, 2,300 students learn and live on our beautiful 99-acre campus in downtown Colorado Springs. We attract top students seeking new perspectives with an array of experiential learning opportunities possible only in an immersive learning environment. Here, students take only one class at a time to facilitate deep exploration of a topic. We call this the Block Plan. This unique approach allows members of our campus community to share a rhythm of experience as we work together to fulfill our mission. 

Job Summary

The Academic Administrative Assistant supports the daily operations of the Organismal Biology & Ecology department, providing essential administrative support to faculty, staff, and students. This role ensures the department runs efficiently by managing communications, coordinating logistics, and maintaining organizational systems. Serving as the primary point of contact, the assistant facilitates interactions between the department and other campus offices, students, and external partners, helping to foster a collaborative and responsive academic environment.

 

Responsibilities

• Manage, monitor, and organize the departmental budget, including the operating budget, endowed/gift, and faculty research funds. Prepare and execute Concur, Summit for student prizes and research stipends, reimbursements, honoraria, journal entries, requisitions, and purchase orders, and reconcile P-cards for staff monthly.
• Assist with recruiting, hiring, and training of staff and students, approve time sheets, provide work direction, constructive feedback and problem-solving assistance for student workers and paraprofessionals. 
• Organize and execute endowed lectures, class visitors, and distinguished guests. Room reservations, facilities setup, refreshments/catering, audiovisual equipment reservations and troubleshooting; transportation, hotel room and restaurant reservations as needed. Event promotion: Poster and email campaign design and distribution on campus and to the broader community; campus digest postings. Food/catering for department and student meetings. 
• Collaborate with the department Chair in the management of the personnel planning form, block visitors, graduation requirement checks, course schedule, catalog of courses, classroom assignments, faculty reviews (third year, tenure, promotion, and senior lecturer), faculty searches, student funding, department meetings, and external reviews.  Collaborate with faculty in all aspects for class field trips.
• Collaborate with the Registrar, Human Resources, Student Employment, Dean’s office, Communications, Events, Field Studies, Finance Offices, Facilities, and Campus Safety on processes. Act as liaison between visitors, students, parents, faculty, and community. Edit and maintain department website, listserv, and Stellic to keep major information up to date. 

Minimum Qualifications

• High school degree
• Four years of general clerical or administrative service experience, which includes one year of experience supporting the day-to-day functions of a department, office, or program (ex. developing/improving program operations, event planning, calendaring, inventory control of office supplies)
• Experience with Microsoft Office Suite
• Skilled in oral and written communication with the ability to write and conduct daily communications
• Communication and interpersonal skills
• Skilled in utilizing organizational and time-management skills
• Ability to be a self-motivated and proactive learner
• Skilled in collaboration with a variety of individuals
• Possesses a high level of self-direction, attention to detail, able to work independently and execute multiple deliverables at any given time

Preferred Qualifications

• Associates degree / some college
• Additional years of experience
• Background in higher education
• Having the skills, knowledge and attitudes necessary to effectively interact with and meet the needs of individuals with various cultural backgrounds.

Applicants are welcome to apply even if you do not meet the preferred qualifications. We value diverse perspectives and encourage individuals with a genuine interest in the role to submit their applications.