Professional Assistant

The Campus Dining & Hospitality (CDH) department with the University of Colorado, Boulder is seeking applications for a Professional Assistant! This role is responsible for a broad range of professional-level functions at the executive level CDH and manages the overall administration and business operations of CDH's central administrative office. This position coordinates administrative functions between the Executive Administration of CDH, CDH operations and the university, and has responsibility in directing administrative functions and planning for the CDH Director and Associate Directors.

Working with independence and initiative, the individual is critical to ensuring the Director is organized and prepared each day for their role. It's essential that the Professional Assistant maintains accurate and up-to-date schedules, calendars, and meeting notes. This position coordinates calendars and schedules, exercising a high level of reliability, communication skills, discretion, and judgment. This position also helps with scheduling rooms and completing other administrative duties as necessary.

The role manages, creates, coordinates, and disseminates communication and marketing materials for CDH, in coordination with Student Affairs Marketing & Communications. This position assists with the coordination of sales, communication, and billing of over 20,000 nontraditional meals annually with revenue over $100,000. Nontraditional meals include all meals that are not part of the standard meal plans or sold through CU Conference Services and require a high level of detailed coordination. This position provides backup support for CDH administrative expense system and will also provide support with key centralized personnel and HR functions for CDH. This position serves as the principal CDH staff member onboarding and offboarding liaison, while collaborating closely with Student Life Employee Experience (SLEE) and other Campus partners, working with and guiding operational managers on processing newly hired staff members through a variety of onboarding tasks.

This position requires a significant level of knowledge of and experience with university policies and procedures and the ability to work effectively with campus partners, students, and community members. This position may include supervision and coordination of student employees.

The Division of Student Life consists of 36 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.

At CU Boulder, dining is more than just a meal-it's an experience. Our award-winning dining venues serve fresh, sustainable, and innovative cuisine crafted by a passionate team dedicated to your well-being.

Every year, we proudly serve over 3 million meals, fueling healthy bodies and minds with options that are as delicious as they are nutritious. From community-building events to hands-on food education, we're here to help Buffs build lifelong habits for a healthier future.

Executive Level Support:

• Coordinate and maintain complex calendars for Director, executive staff and department operations. Includes setting up leadership-level meetings for multiple attendees, securing conference rooms, and organizing general calendar workflow and determining priorities for calendaring, ensuring all materials needed for appointments/meetings are ready and available in a timely fashion.
• Responsible for creating and maintaining the accuracy of the operational calendar for CDH, which details the days/hours of operation for all operations throughout the year. Instruct numerous dining unit management teams on schedule and approved users.
• Analyze calendar to identify potential impacts on campus partners or operations.
• Ensure operations are supporting strategic partners (i.e. international students, residential students, New Student & Family Programs, Office of Admissions) to provide optimal service to students on meal plans, and campus guests.
• Provide the operating schedule so building locking plans for dining operations within residential units and other CU buildings are accurate and secure.
• Attend Leadership Team and Manager Team meetings as administrative support; prepare agendas and minutes.
• Maintain a running list of action items and decisions and follow up with directors on timelines.
• Serve as administrative support and contribute to leadership meetings.
• Responsible for daily decision-making and problem resolution in the executive administration office and makes decisions independently to reflect the best interest of the office.
• Ensure Director and senior level staff are informed of developing and ongoing issues and prioritize business which requires action and attention.
• Arrange travel for Director and CDH staff.
• Stay current with travel policies and provide guidance on appropriate practices. Write and edit communication and correspondence.
• Represent and work effectively with all internal and external customers of CDH by phone, email, and in-person. Performs daily independent decision-making on matters that arise and cannot be immediately addressed by the Director, including referrals.

Administrative Management:

• Serve as the principal administrative contact and liaison between CDH, the university, and external constituents.
• Create a welcoming environment by greeting visitors and responding to inquiries, requests, and complaints.
• Assist with presentation preparation and responsible for meeting logistics, including room scheduling, AV, copies of materials, etc.
• Assist with major department events, coordinate functionality of CDH Executive Administrative Office, including office coverage.
• Serve as principal staff onboarding and offboarding liaison.
• Guide staff members and supervisors in completing SLEE and university onboarding checklists and work with multiple campus partners to ensure a smooth structured process that optimizes time and creates a smooth transition and positive impact for new staff members.
• Gather feedback from new hires and supervisors to identify areas for improvement in onboarding and offboarding programs.
• Maintain and order office supplies for the CDH Administrative Office and other units in the department.
• Maintain staff uniform inventory and purchases as needed following procurement and budget guidelines.
• Manage the copy machine supplies, upkeep, and repair.
• Maintain CDH org charts, emergency contact/preferred language lists for staff roster.
• Assist in coordinating, reviewing, and submitting HR, payroll and personnel documentation as required for CDH staff.
• Assist with maintaining CDH handbooks to reflect current procedures and policies.
• Serve as a liaison for campus department communication and coordination (ex., Parking, etc).
• In depth knowledge of and competency in online file management systems and structure to maintain internal documents storage and organization.
• Analyze internal administrative procedures, policies, and processes; recommend and implement procedural or policy changes to improve administrative office management operations.

Supervision:

• Responsible for recruiting, interviewing, hiring, scheduling, timekeeping, training, supervising, and evaluating one (1) FTE and student employees working in Executive Administration.
• Mentor team in judgment, discretion, customer service, conflict management and providing high-quality customer service for guests and staff.
• Ensure standardized operating processes are followed by CDH staff.

• Typically Monday through Friday, but schedule will be dictated by business needs.

• Bachelor's degree or equivalent combination of education and experience may substitute on a year-for-year basis.
• 1 year of job-related experience.

• High level of discretion, judgment, and confidentiality. Demonstrated ability to effectively manage operational calendars. Ability to analyze data, think critically, summarize and identify actionable and supported recommendations, and problem-solve independently.
• Able to work effectively in a demanding, fast paced environment, balancing multiple priorities and meeting timelines.
• Strong attention to detail and organizational skills, strong professional written and verbal communication skills, including ability to appropriately tailor communication methods based on audience.
• Ability to meet deadlines and remain calm under pressure.
• Strong professional and customer service skills.
• Demonstrated skill and knowledge in Microsoft Office Suite, Windows Operating System, and other software programs used by the CDH department, and an ability to support individuals with various working styles.

• Previous experience in a higher education or similar high-volume, fast-paced environment.
• 3 years of full-time experience in the clerical administration and coordination of centralized business operations.
• Ability to provide high-level of customer service in an environment serving a diverse customer and employee base.
• Ability to provide and contribute to a welcoming and inclusive environment.
• Demonstrated ability to handle confidential and difficult situations with sensitivity and discretion.
• Knowledge of university food services.
• Previous lead or supervisory experience is preferred but not required.