Job Details

Academic Resources Administrative Assistant

Position Number: 9715200
Location: Boulder, United States
Position Type: Secretary and Administrative Assistants

Academic Resources Administrative Assistant

Requisition Number: 73653
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 03-Aug-2026
Date Posted:

Job Summary

The CU Book Store at CU Boulder invites applications for an Academic Resources Administrative Assistant! This position supports the daily operations of the Testing & Assessment Center, Vending Services, and Academic Resources by coordinating processes, managing communications, and providing administrative support across departments. This role serves as a central point of contact for faculty, vendors, and internal partners while ensuring efficient tracking, reporting, and compliance with university policies.

Key responsibilities include overseeing exam intake and tracking, coordinating graders, managing faculty communications, and supporting billing and reporting for testing services. The position also leads vending support by handling service requests, vendor communications, contract coordination, and operational reporting. Additionally, the role provides Academic Resources support through purchase order tracking, digital resource coordination, customer service support, and departmental administration, including maintaining documentation, and event coordination.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while delivering excellent customer service in a collaborative, fast-paced environment.
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 CU Book Store offers a convenient place for students to prepare for their academic endeavors. The store offers academic course materials, and school supplies for all students, faculty and staff. We also provide logo-ed gear for all patrons and visitors of the university. By offering innovative services and customer centric culture, the Store strives to provide a welcoming environment for all members of the campus community, and the Boulder Community at large.

What Your Key Responsibilities Will Be

Testing & Assessment Center Support:

Oversees the daily Testing & Assessment center administrative tasks, including the intake and documentation of exams, assigning exams to available graders, tracking the status of all in-process exams, communicating with faculty to update them on exam status, gathering additional needed information or answer their questions, and the proper disposal of exams in accordance with University policy.
Main point of contact for all incoming correspondence via phone and email for the Testing & Assessment Center, as well as for all Testing & Assessment Center vendors, and responsible for setting up, organizing and scheduling any departmental meetings, trainings or functions, as necessary.
Assists the Testing & Assessment Center Supervisor completing monthly billing for services provided, documents departmental procedures and creates training materials, tracks the training status of all student graders and provides that information to their supervisor and distributes monthly Testing & Assessment Center reporting, as needed.

Vending Support:

Main contact for CU Boulder Vending, including, but not limited to, refund requests, maintenance issues, product requests, new machine requests, changes to existing machines, communication from current vendors, communication from building proctors and general customer feedback.
Routes each request to the correct person, team, department or vendor and tracks each request to ensure timely response or completion.
Maintains a good working relationship with each vending vendor and building proctor, ensuring all their needs get met and questions get answered in a timely manner.
Coordinates new vending contracts once they have been negotiated and approved by the Vending Supervisor, including submitting the contract via the correct channels for approval, providing any additional information needed by contract approvers upon request, maintaining communication with the new vendor to provide status updates and gathering additional needed information, working with the necessary CU Boulder departments and Vending Supervisor to finalize the lease of building space for the new vending machines, and upon obtaining a finalized signed contract, coordinating with the new vendor on logistics of placing their new machine and documenting new customer service and maintenance procedures.
Coordinates, organizes and schedules any necessary meetings between the new vendor, CU Boulder departments and the Vending Supervisor throughout the new vendor approval process.
Assists the Vending Supervisor in coordinating and completing a monthly audit of all active vending machines, coordinating the replacement or upgrade of vending machines as necessary and as outlined in each vending contract, the surveying and collection of comments and feedback from each building proctor where there is currently a vending presence or where there is potential for a future vending presence, and in the distribution of monthly vending reporting, as necessary.

Academic Resources Support:

Provides support to the Academic Resources Manager by assisting with purchase order placement, purchase order tracking, inventory receipts and transfers, processing chargebacks, managing digital library materials and creating and sending communications to faculty regarding their course materials.
Serves as a main point of contact for faculty reaching out to the Academic Resources Department and serves as a departmental liaison with the University Libraries for Digital Library Resources and Open Education materials.
Assists with documenting departmental procedures to create Standard Operation Procedures and training materials.
Provides support to the Customer Service Manager by assisting with the creation and tracking of training plans for student employees, providing back-up customer service coverage when customer service employees are unavailable and documenting and tracking customer service interactions.
Assists with the creation and dissemination of customer service surveys and the collection and organization of the results.
Assists with documenting departmental procedures to create Standard Operation Procedures and training materials.
Provides administrative support to the entire Academic Resources Department by overseeing the planning and scheduling of department wide meetings, trainings and events, maintaining the Academic Resources Calendar with important dates, deadlines and events, communicating out important department information to all staff and student employees, documenting meeting notes, working with the Student Employee Coordinator on the student hiring process, maintaining departmental Microsoft Teams by organizing content and editing access, and placing departmental supply orders, as needed.

Other Duties as Assigned

What You Should Know

The work schedule for this position is Monday-Friday, 40 hours each week, and In-Person. Weekends may be required during back-to-school period.

What We Can Offer

The annual hiring range for this full-time position is $51,000 - 55,000.

Benefits

At the University of Colorado Boulder, we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be ambitious. Be inspired. Be Boulder.

What We Require

3+ Years of Administrative Assistant, or similar, experience.
Equivalent combination of education and experience may substitute.

What You Will Need

Proficient in Microsoft Office Products (Word, Excel, Teams, PowerPoint).
Proficient technical writing skills.

Special Instructions

To apply, please submit the following materials:

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

We may request references at a later time.

Please apply by August 3rd, 2026 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply 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/Academic-Resources-Administrative-Assistant/73653