Academic Administrative Assistant

Academic Administrative Assistant

• 492808
• On Campus, Colorado, United States
• Dean of Faculty
• Staff - Full Time
• Closing on: Jun 15 2026

Add to favorites View favorites

Job Title: Academic Administrative Assistant

Department: SW Studies

Campus Location: Main Campus

FLSA Status: Nonexempt/ Hourly

Position Type/ Work Schedule

• 2080 Hours per year
• 12 Months per year
• 40 Hours per week (Estimated)

About Us

Colorado College is a nationally recognized, residential liberal arts college with 2,100 students from around the world. Employees set the stage for student success by bringing their diverse experience and knowledge to the table. The college actively promotes a dynamic and inclusive environment in which students and employees of diverse backgrounds, cultures, and perspectives can learn and work.

Job Summary

The Academic Administrative Assistant supports department chairs and faculty in teaching, research, and administrative activities. Provide administrative and operational support to the department/program, faculty, staff, and students to ensure efficient day‑to‑day functioning. Coordinate events, manage outreach and communications, and support engagement with community partners for the Hulbert Center. Serve as a primary point of contact and liaison with other college departments, students, and the broader community.

Responsibilities

• General Office and Reception:

• Greet and direct all visitors, take and relay phone calls/messages, provide informed referrals for students to faculty members, serve as liaison between students, faculty, staff, alumni, families, and the community.

• Order and maintain office supplies.

• Perform word processing, typing, and photocopying of all correspondence, memos, mailing lists, classroom materials, and letters of recommendation.

• Organize and maintain office files and mail while ensuring confidentiality.

• Serve as the primary contact for campus safety or facilities services.

• Coordinate with outside scholars and speakers for the Aficionados Luncheon Lecture series and the Andrew Norman Lecture in Southwest Studies; serve as initial point of contact, handle all communication, and ensure timely payment.

• Coordinate and oversee Hulbert Center events and lecture programs, including the Aficionados Luncheon Lecture Series, Andrew Norman Lecture in Southwest Studies, and Women in the West Lecture Series; serve as primary liaison with external scholars and speakers, manage communications, arrange travel, lodging, and meals, and ensure timely payment.

• Cultivate community relationships, including communication and meeting with community partners across the Southwest.

• Classroom and Instruction Support:

• Assist the faculty members and the Registrar's office with classroom assignments, class size, instructor preference and curricular needs.

• Build/Submit course schedules in Coursedog.

• Coordinate with the bookstore to ensure necessary textbooks and materials are received and that copies/supplies are ready for each professor's course.

• Make fieldtrip lodging, travel, and meal arrangements.

• Coordinate the scheduling of the Southwest Studies Paraprofessional for faculty course support and field course settings and experiential learning needs.

• Reserve classrooms and associated venues for department courses and events.

• Assist students with declaring a major or minor in the department and with thesis or capstone projects.

• Coordinate all convergence or block special needs required by faculty for additional speaker spaces, guest speakers, and block visitors.

• Recruitment and Search Support:

• Advertise vacancy on approved websites and databases.

• Coordinate and direct candidate responses to/from faculty.

• Maintain files and records of applications and additional candidate submissions.

• Schedule interviews, either on campus, online, or by phone.

• Secure travel and lodging arrangements for candidates' visits to campus.

• Coordinate annual recruitment of a Southwest Studies paraprofessional.

• Publication/Department Website Responsibilities (in collaboration with the SWS Paraprofessional):

• Edit and maintain department website, removing and adding information as necessary.

• Manage all Southwest Studies and Hulbert Center event scheduling on Ungerbock system

• Manage all Hulbert Center communications and occasional newsletters sent to Aficionados and guests for upcoming speaker events.

• Proofread and copyedit department publicity materials such as flyers for classes and Digest postings.

Budgets/Grants/Financial Responsibilities:

• Track nine active budgets.

• Monitor fieldtrip expenses, reimbursements, journal entries, cash advances, and petty cash.

• Maintain files of P-Card transactions related to fieldtrips and departmental staff/faculty/events.

• Administrative Support:

• Supervise, delegate work, and approve timesheets for student office program assistants.

• Oversee the daily work and schedule for the Southwest Studies Paraprofessional.

• Assist with the production and scheduling of events such as SOMOS, Aficionados, Norman Lecture, and Southwest Week, which includes: travel, lodging, on-campus venue reservations, AV support, and publicity.

• Additional Responsibilities:

• Actively support the college's commitment to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.

• Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe situations and accidents; following college procedures; and participating in appropriate safety training.

• Demonstrate environmental sustainability by using college resources wisely and supporting the college's sustainability initiatives and innovation.

• Perform other duties as assigned.

Minimum Qualifications

• High school plus specialized training and a minimum of three years of related experience;
• Intermediate level of with computer software programs such as Microsoft Office Suite (Word, Excel, Outlook and Publisher);
• Excellent oral and written communication skills;
• Ability to communicate effectively and develop positive relationships with people from different cultural backgrounds;
• Proficient in spelling, punctuation, grammar and basic business math; ability to think critically and solve problems; good judgment and ability to handle confidential/sensitive information with discretion; excellent organizational and customer service skills; ability to handle multiple demands and work load; ability to operate standard office equipment.
• Must possess and maintain a valid driver's license and a driving record insurable by Colorado College's motor vehicle insurance carrier.

Preferred Qualifications

• Bachelor's degree in Southwest Studies/Indigenous Studies/Chicano Studies.

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.

Other Position Details:

• Supervises Students & Staff
• Position requires driving CC vehicles (drivers must be eligible for coverage under CC''s insurance plan)

Application Instructions

• Application Deadline - last day to submit an application: June 15, 2026
• This position is not eligible for visa sponsorship.

In alignment with our commitment to reduce potential bias in hiring, applicants may redact any information that discloses their age, date of birth, or dates of attendance/graduation from educational institutions on resumes, certifications, transcripts, or other application materials. There will be no penalties for the omission of such information.

Anticipated Hiring Salary Range:

• $20.75 to $24.69 per hour

What We Offer:

As part of the total compensation for Staff and Faculty roles, we offer a competitive benefits package including:

• Medical, Dental, and Vision Insurance
• Paid vacation and sick time - accrual of 0.085 vacation hours for each hour worked and 0.0462 hours of sick time for each hour worked
• Paid seasonal breaks and holidays
• 403(b) retirement plans where employees contribute 5% of pay and CC contributes 10%
• Tuition benefits for employee and eligible dependents
• Public Service Loan Forgiveness (PSLF) Assistance Program
• Wellness benefits include free access to the sports center, swimming pool, arts and crafts, outdoor programs, and financial consultants

Benefits and Wellness Information:

Please refer to our Benefits Page

Explore the Department:To learn more about the Southwest Studies Program, visit our website:https://www.coloradocollege.edu/academics/dept/southweststudies/

Accommodation Statement:

In compliance with the Americans with Disabilities Act (ADA), the Rehabilitation Act of 1973, and Colorado College's policies, if you have a disability and would like to request accommodations to support your application or interview process, please contact Human Resources at HR@coloradocollege.edu as early as possible. Positions may close on the listed deadline or, if posted as continuous, may close without prior notice.

E-Verify Information:

This organization participates in E-Verify. For more information, visit www.e-verify.gov

Leave Information:

Please refer to https://www.coloradocollege.edu/basics/welcome/leadership/policies/vacation-leave-and-accrual.html