Academic Administrative Assistant - Natural Sciences

Job Description

Job Summary

Support the Department of Molecular Biology chair, other faculty, and staff in their teaching, research, and administrative responsibilities. Maintain operating efficiency and integrity of the department. Serve as the primary contact and liaison between the Department of Molecular Biology and other college departments, students, and the broader community.

Responsibilities

Manage, monitor, and organize the departmental operating and endowed/gift funds, coordinate with the Molecular Biology Technical Director on the instructional budget. Prepare and execute the transfer of funds for student prizes, research stipends, reimbursements, honoraria, journal entries, requisitions, and purchase orders.

Record notes for department meetings.

Organize logistics for visiting faculty, class visitors, and guest speakers; coordinate room reservations, facilities setup, refreshments/catering, audiovisual equipment reservations and troubleshooting; transportation, hotel room, and restaurant reservations, event promotion, poster and email campaign design and distribution on campus and to the broader community; campus digest postings and food/catering for department and student meetings.

Collaborate with department chair in 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 and Marketing, Events, Field Studies, Finance Offices, Facilities, Mail Services, and Campus Safety with processes. Serve as liaison between the department and visitors, students, parents, faculty, and community.

Edit and maintain department website.

Maintain lists of majors and minors and their requirements for graduation; communicate departmental events, student opportunity announcements, and other information to majors and minors as requested by the faculty.

Order and maintain office supplies and snacks for students and faculty.

Act in a socially responsible manner and model environmental sustainability by exercising financial prudence and using college resources wisely.

Minimum Qualifications

High school diploma

Minimum of four years of general clerical or administrative experience, which includes on year of experience supporting the day-to-day functions of a program (i.e. developing/improving program operations, event planning, calendaring, inventory control, Microsoft Office Suite, etc.)

Skilled in oral and written communication with the ability to write and conduct daily communications

Skilled in utilizing organizational and time-management skills

Self-motivated and proactive learner

Skilled in collaborating with others on work tasks

Possesses a high level of self-direction, attention to detail, able to work independently and execute multiple deliverables at any given time

Preferred Qualifications

Associate's degree or some college

Background in higher education

Previous experience with budget management

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.

Position Type/ Work Schedule

1890 Hours per year

12 Months per year

37.5 (32.5 in summer) Hours per week (Estimated)Company Description

Colorado College is an excellent place to work for those seeking a mission-driven environment, strong benefits, and opportunities for growth. It offers a comprehensive benefits package that includes health insurance, retirement contributions with immediate vesting, tuition assistance, and access to professional development programs. Employees enjoy a supportive culture focused on diversity, equity, and inclusion, with initiatives that foster community and belonging. The work environment is described as collaborative, respectful, and intellectually engaging. Located in beautiful Colorado Springs, the college also offers a high quality of life with easy access to outdoor recreation, arts, and cultural experiences. With its combination of purpose-driven work, generous benefits, and an ideal setting, Colorado College is a rewarding place to build a career.

Full-time