Job Details

Executive Assistant

Position Number: 6145813
Location: Boulder, CO
Position Type: Executive Assistants

Executive Assistant

Requisition Number: 63502
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 20-Apr-2025
Date Posted:

Job Summary

The BioFrontiers Institute at CU Boulder encourages applications for an Executive Assistant! This position provides proactive, comprehensive administrative support to the Chief Scientific Officer (CSO). The Executive Assistant will also coordinate activities within the CSO's biological research lab, which includes 20 researchers as well as various projects and events for the Institute.
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

At the University of Colorado BioFrontiers Institute, researchers from the life sciences, physical sciences, computer science, and engineering are working together to uncover new knowledge at the frontiers of science and partnering with industry to transform their discoveries into new tools.

The BioFrontiers Institute is uniquely defined both by our excellent faculty, research, and leadership and by the scientific and geographical ecosystem that empowers our work. BioFrontiers has a unique "frontier" culture that allows our researchers to explore new areas of bioscience by using the resources and talents across the Institute and the university system. The Institute integrates faculty members from eleven academic departments, allowing them to work across disciplines.

What Your Key Responsibilities Will Be

Executive Support

Coordinate the CSO's complex schedule, ensuring efficiency and timeliness.
Manage all aspects of travel logistics for the CSO, including flight, hotel, and ground transportation bookings, preparing detailed itineraries, and handling post-trip reimbursements, in compliance with federal, state, university, and departmental policies.
Research, analyze, and present administrative data for reports, presentations, proposals, and publications.
Maintain and organize the CSO's digital filing systems, password database, bibliographies, CVs, and bio sketches.
Develop and maintain a strong understanding of external groups and individuals the CSO interacts with, and act as the liaison for these groups.
Cultivate and maintain positive working relationships with faculty, staff, students, and external partners to ensure smooth collaboration.
Plan and complete projects and special tasks.
Organize travel, coordinate meeting schedules, and design and disseminate announcements for visiting seminar speakers hosted by the CSO.
Assist with phone and email correspondence, filtering requests and ensuring the CSO is informed about important matters.
Handle critical and confidential matters with discretion, professionalism, and care.

Grant Management and Proposal Support

Manage the entire grant proposal process, including researching requirements, document coordination, budget preparation, proofreading, and submission to the grants office or sponsor.
Proactively manage the preparation and submission of annual grant progress and final reports.
Closely monitor project budgets, ensuring correct allocation of supplies and personnel costs, and provide regular budget updates to the CSO.
Assist lab personnel with fellowship applications.
Support the CSO by collecting and archiving data documenting research compliance.

Lab Administration

Schedule, plan, and coordinate all lab-related meetings and events. Monitor funding for the lab, ensuring projects are on budget, expenditures follow funding agency policy, and personnel are paid from the correct projects.
Maintain and update the lab's website, including content development.
Be responsible for supply purchasing, using CU Marketplace and Concur, ensuring compliance with sponsor and University financial policies.
Administer time collection and leave systems on behalf of the CSO.
Manage the non-scientific aspects of the manuscript preparation and submission process.
Serve as the primary point of contact for the research lab team.
Provide guidance to lab personnel regarding University travel and reimbursement policies, and coordinate the submission of expenses related to research funded travel.

Administrative Support

Assist with planning and implementing meetings, events, seminars, and recruitment events.
Support the administrative functions of the BioFrontiers Advisory Board and Council.

What You Should Know

This position will be fully in-person on the CU Boulder campus.

What We Can Offer

The annual hiring range for this position is $66,300-$76,000. Relocation is available for eligible candidates.

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 genuine. Be impactful. Be Boulder.

What We Require

Bachelor's degree and 3+ years of administrative experience, including experience supporting senior executives, or similar positions.
An equivalent combination of education and experience may substitute.

What You Will Need

Ability to plan, organize, implement and coordinate complex activities.
Ability to communicate effectively, both verbally and in writing, with a variety of professionals, administrators and constituent groups.
Ability to build and maintain effective relationships with faculty, staff, students, school, campus and university administrators.
Ability to manage an executive office effectively and efficiently including establishing priorities.
Ability to exercise tact, diplomacy, flexibility and confidentiality in a variety of situations.
Ability to work independently with responsibility for initiating and completing tasks.
Advanced proficiency with MS Office applications, particularly with Outlook, Word, Excel and PowerPoint.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically addresses how your background and experience align with the requirements, qualifications, and responsibilities of the position.

You will not be asked to upload references at this time. Please apply by 4/20/25 for consideration. Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Executive-Assistant/63502