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Office Manager - Transportation Services
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Position Number: 5447421
Location: Boulder, CO
Position Type: Business and Financial Management

Office Manager - Transportation Services

Requisition Number: 58021
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 29-Jul-2024
Date Posted:

Job Summary

Transportation Services at CU Boulder encourages applications for an Office Manager! This role supports the financial and office operations of the Transportation Services Department, and primary functions include processing expenditures, managing Purchase Orders, logging driver payroll, and general administrative support for the department's four work units. The position is also the public facing side of the department, responding to general inquiries from the public and other departments, and referring them to managers when needed. This position also will create and revise Transportation Services procedures and policies.
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

Transportation Services provides comprehensive transit, fleet management, and maintenance to serve the faculty, staff, students, and visitors at the University of Colorado Boulder. The University of Colorado vehicle fleet numbers over 600; a robust transit system moving 1.4 million riders per year at the University of Colorado-Boulder campus; and guidance for driver operations for campuses located in Aurora, Boulder, and Denver.

As such, we have the unique opportunity to influence the impressions of every member of our university community and our visitors. We are team-oriented professionals, dedicated to meeting the needs of our community and providing the highest possible customer service. Experience dynamic growth, self-directed efforts, in a rewarding industry.

What Your Key Responsibilities Will Be

Office Management

Create and revise office policies and procedures and write office procedure manuals. Ensure these are documented, advertised and followed by staff.
Perform front line receptionist duties, greet and interact with constituents by phone or in person. Answer the general department phone line and email lists. Forward specific inquiries to appropriate parties.
Maintain office equipment (excluding IT systems), coordinate repairs when necessary, maintain office supply inventories and order supplies.
Handle all-staff meeting logistics including setting meeting times and dates, reserving rooms/equipment, developing agendas, and distributing meeting materials.
Lead department-wide events, employee recognition and special events.
Log manufacture vehicle recalls into AssetWorks.

Operating Expenses

Independently produce annual budgets detailing expenses and revenues for each of the departments four work units.
Independently produce monthly forecasts on annual budget gains or losses.
Create financial reports for the director including recommendations for spending adjustments.
Code and process expenditures through CUs financial software. Reconcile receipts and provide supporting documentation as needed.
Process vendor invoices and receipts within AssetWorks.
Track department-issued invoices to other CU departments and external clients.

Contracts

Establish procedures for managing current and existing contracts and Intergovernmental Agreements.
Lead procurement processes and is the liaison to the CU Procurement Service Center.
Lead the resolution of difficult purchasing and supply issues.
Manage all purchase orders for the department through CUs financial software.
Coordinate and refine processes used in the collection of materials from staff.

What You Should Know

This in-person positions anticipated work schedule is Monday through Friday 8:00 am - 4:30 pm. The position hours may change based on seasonal operational needs.

What We Can Offer

The salary range for this position is $54,750 - $57,250 annually
Additional Compensation Details: A sign-on bonus is available following department guidelines, and will be paid out after 6 months of employment.

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 collaborative. Be supportive. Be Boulder.

What We Require

Bachelor's degree or equivalent experience will substitute for the degree on a year-for-year basis.
1 year of job-related experience.

What You Will Need

Strong skills with Microsoft Word, Excel, Outlook, and Teams.
Working knowledge of basic invoicing.
Ability to establish and maintain strong working relationships with various groups.
Strong interpersonal and communication skills with a demonstrated dedication to customer service.

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 July 29, 2024 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/Office-Manager-Transportation-Services/58021