Requisition Number:
66530
Location:
Boulder, Colorado
City
Boulder
State
Colorado
Employment Type:
University Staff
Schedule:
Full-Time
Posting Close Date:
18-Aug-2025
Date Posted:
07-Aug-2025

JOB SUMMARY

The College of Engineering and Applied Science (CEAS) encourages applications for a Coordinator of Office Operations! This position supports the teaching and research mission of the Paul M. Rady Department of Mechanical Engineering (ME) by providing administrative oversight and logistical support to faculty, staff, and students, maintaining smooth operations of the department office. This position coordinates the day-to-day operations of the ME front desk, which includes, but is not limited to, maintaining inventory and purchasing, in-person and electronic correspondence, technical support, room reservations, event planning, and collaboration with other ME personnel on requests and special projects. This role will serve as a strategic business partner to our department, college, campus, and community. They will provide guidance, advice, and direct assistance to those that work within and with ME. The Coordinator of Office Operations also supervises the team of front desk student employees, assists the HR and Operations Manager, and provides executive level support to the Department Chair.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

WHO WE ARE

The Paul M. Rady Department of Mechanical Engineering is pioneering scientific breakthroughs, launching innovative technologies and educating creative engineers that will solve today’s societal challenges by improving human health, enabling security and promoting sustainability.

WHAT YOU SHOULD KNOW

This position is eligible for a hybrid work modality, working one remote day during the academic year and two in the summer.

ME Business Operations:

• Plans, directs, and coordinates administrative services for the department to ensure effective customer service and communication, both internal and external, to maintain the professional image of the department faculty, staff and students. Manages the ME list servs (Google Groups) and reviews/approves all communications sent via list servs.
• Analyzes internal processes, researches possible solutions, and recommends and implements procedural or policy changes to improve operations.
• Ensures all systems within the front office operate smoothly and efficiently. Monitors daily operations and addresses potential issues when they arise. Builds processes that enhance efficiency for all front desk operations.
• Collaborates with the HR and Operations Manager and leads projects to develop policies and procedures that streamline department operations, while focusing on community building. This includes, but is not limited to, supporting onboarding and integrating new hires into the department.
• Works closely with the HR and Operations Manager to plan fall and spring ME Strategic Advisory Board (MESAB) meetings, reserving rooms and venues, managing RSVPs, etc.
• Develops and maintains relationships with MESAB members through communication and relationship development.
• Works closely with Advancement to understand our donations and address underutilized funds with the Finance Manager and Department Chair.
• Manages Department’s annual operations budget within the unit.
• Works closely with the HR and Operations Manager and Chair to manage and coordinate departmental votes in accordance with department and college bylaws, ensuring the votes are given appropriate timeframe, language and results are shared with appropriate department members.
• Supports Mechanical Engineering leadership, faculty and staff for priority action items and projects, as needed.

Assistant to the Chair:

• Provides executive assistant support to the Department Chair and the Associate Chairs.
• Maintains Chair’s calendar, schedules meetings and appointments.
• Gathers, organizes and disseminates information for the department.
• Manages the Chair’s confidential email and organizes correspondence.
• Assists the Chair in letter and speech writing/editing.
• Manages, builds, and submits Concur reports.
• Reserves the conference room, coordinates food and beverage needs, manages the online portion of meetings, takes and distributes meeting minutes for the department and executive committee meetings. Provides agenda and meeting details at least one day in advance of meeting.
• Arranges travel for the Chair. and builds the Travel Authorization form for signature and routing to the finance team.
• Serves as the primary contact person for people within and outside the university to interact with the Chair or the Associate Chairs.
• Other duties as assigned by Chair or the Associate Chairs.

Department Events:

• Manages department events from ideation to execution. This includes, but is not limited to, supporting scheduling, logistics and coordination of department gatherings, such as faculty and staff meetings, seminars, committee meetings and strategy sessions. Responsible for event promotion by email, the web, and the CU Events calendar. Reserves space, arranges catering, manages purchase orders, pays and reallocates expenses, creates official function and/or campus alcohol event forms, and obtains necessary approvals. On occasion, event support may also include set-up and clean-up, as well as occasional work on the weekends and evenings.
• Arranges travel for faculty candidates, including handling accommodations and managing the interview schedule with faculty, Department chair and the Dean.
• Arranges travel, accommodations, scheduling with faculty, the Department Chair and the Dean for all distinguished seminar speaker invitations.
• Leads the planning of the department graduation ceremony in fall and spring. Makes appropriate reservations, finalizes event timeline, orders supplies, prints programs, negotiates and manages contracts with outside vendors, and recruits and coordinates volunteers.
• Develops and promotes community building events for department faculty and staff.

Supervision:

• Manages the front desk student assistant team, who are responsible for the ME Front Desk operations and administrative responsibilities.
• Assesses staffing needs and hires, onboards, and supervises the front desk student assistant(s), while providing coaching, conducting training, and providing day-to-day professional development and feedback; approves biweekly timesheets and any disciplinary action as needed.
• Collects availability each semester to design and implement the front desk schedule for optimal coverage during business hours.
• Creates and maintains procedural and training manuals for the front desk.
• Reviews, approves, and provides support with front desk student purchases and Concur reports.
• Oversees and implements improvements to the department’s front desk business operations (Xerox report for example).
• Develops and promotes community building events for the front desk student assistant team.
• Leads biweekly front desk team meetings to discuss challenges, projects, areas of improvement, and fostering development of professional skills.

Other:

• Undertakes other duties and responsibilities as assigned.
• Stays apprised and current on relevant University and State of Colorado policies and procedures.
• Participates in professional development activities and serves on unit, college or campus committees as applicable.