This position reports to the Assistant to the Senior Associate Vice Chancellor for Budget and Finance. It exists to manage administrative, financial, personnel, procurement, and staffing needs of the offices of Budget & Fiscal Planning (BFP) and Integrated Planning & Decision Support (IPADS), working independently and with the authority to make decisions, as delegated, to ensure the successful management of these two offices.

Who we are:
The Office of Planning, Budget & Analysis (PBA) provides management information on a broad range of topics, from finances and personnel to strategic planning, enrollment, and instruction.

Our goal is to help the campus community, leadership, and constituents make informed decisions affecting the future of the University.

What your key responsibilities will be:
Administrative Support:
Provide assistance to the Assistant Vice Chancellor for Budget & Fiscal Planning and the Assistant Vice Chancellor for Integrated Planning & Decision Support. Specific responsibilities to include calendar oversight, compiling meeting materials, drafting and sending correspondence, arranging travel, and representing the assistant vice chancellors to University constituents and the community in general in a professional and knowledgeable manner.

Provide support to the BFP and IPADS office staff, including delivering messages, making copies, sending faxes, filing, assisting with meetings and special events, preparing presentation materials, graphs, spreadsheets, and reports as needed, and completing additional duties as assigned.

Provide backup support to the office of the Senior Associate Vice Chancellor for Budget & Finance as needed.

Office Management:
Provide oversight of the BFP and IPADS offices, ensuring smooth operations. Specific responsibilities include serving as the point of contact for visitors and callers; distributing mail; entering information into departmental databases; organizing, maintaining, and logging office records and subscriptions; monitoring and purchasing office supplies; managing office equipment and working with vendors to ensure equipment is serviced as needed; providing high-level customer service to constituencies.

Serve as the primary liaison for the BFP and IPADS offices with campus and University departments providing services for telecommunications, maintenance, parking, desktop support, procurement, payroll, and access services.

Manage schedules for office meeting rooms.

Establishes policies and procedures for office operations, ensuring that State and University policies and procedures are adhered to, adapting to meet priorities.

Financial Duties:
Initiates, processes and completes BFP and IPADS office purchases and journal entries in an appropriate and timely manner. Determines appropriate course of action and payment method using discretion, independent judgment, and University policy.

Maintains documentation and filing of financial records. Reviews financial statements for accuracy and resolves discrepancies.

Manages budgets by monitoring and analyzing financial funds to ensure budget limits are maintained and appropriate expenses occur.

Produces budget reports for assistant vice chancellors and compiles information to assist with financial decisions and fiscal year financial projections. Using discretion and independent judgment, calculates and completes budget allocation transfers in conjunction with Budget & Fiscal Planning office.

Ensures compliance with State fiscal rules and University policies, and researches these to determine proper financial procedures and record-keeping requirements, and develops systems to conform. Attends University and/or external training as appropriate.

Payroll and Personnel Duties:
Serve as payroll and personnel liaison (HCM Community Member) for the BFP and IPADS offices. Work directly with Human Resources to complete hiring, onboarding, and HR database entry of new employees. Ensure timesheets and leave records are entered on time for office staff and verifies records match supervisor approvals. Assist office staff with hiring and payroll issues.

Monitor annual performance review process, ensuring all records are completed in a timely and correct manner.

Work with the Student Employment Office to complete all processes for biweekly student employees, including processing new hire paperwork, creating new student employee positions, completing student payroll time entry, verifying work study awards, entering revisions in the HR database, and following up to resolve errors or problems.

Ensure compliance with State fiscal rules and University policies, and researches these to determine proper hiring and payroll procedures and record-keeping requirements, and develops systems to conform. Attends University and/or external training as appropriate.

Library Management:
Manage office library. Maintain bibliographic database software, ProCite, to catalog periodicals and books housed in library. Enter bibliographic information on new materials received and disposes of old materials to ensure library is up-to-date and organized. Maintain “check out” card system, following up with staff members to ensure materials are returned. Compares database to existing materials, ensuring that the database accurately reflects the library materials, and revises database, as needed, to ensure records are accurate.

Organize and document library processes and train other support team members.

Maintain log of all current subscriptions and track renewal dates, obtain approvals for orders and renewals, and process orders and renewals.

Supervision Duties:
Supervise temporary and/or student employees.

What we can offer:
Minimum Monthly Salary: $3,318

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 genuine. Be collaborative. Be yourself. Be Boulder.


What we require:
Must be a current Colorado resident in order to apply.

Three (3) years of Full Time equivalent general clerical or administrative experience.

Thirty (30) semester hours may substitute for one year of the required experience. If using an educational substitution, a transcript or proof of degree must be submitted with your application on

What you will need:
Strong customer service skills

Strong attention to detail

Excellent organizational skills

Ability to multitask and manage multiple priorities

Ability to explain and enforce organizational policies

Excellent oral and written communication skills

What we’d like you to have:
Experience in Higher Education

Experience using MS Office a professional setting

Experience scheduling/coordinating complex meetings and using scheduling software (Outlook, Doodle, etc.)

Experience procuring goods and/or services

Experience with financial record keeping and reconciliation

Experience with electronic database management systems

Experience drafting and sending correspondence

Preferred qualifications may be used to further reduce the pool of applicants to those who are most highly qualified.

Special Instructions to Applicants


Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process.

Click here to view Veteran and other General Information regarding Classified Staff positions.

Please apply by March 6, 2016.

If you have technical difficulties submitting application information, please contact the CU Careers help desk at

303-860-4200, extension 2 or

This email address is being protected from spambots. You need JavaScript enabled to view it.


All other job related inquiries should be directed to the posting contact for this posting.

Click here to view Special Instructions and General Information for Veterans and Classified Staff positions.

Application Materials Required



Application Materials Instructions


To apply, please submit the following materials to this posting at
1. A combination cover letter/resume that specifically addresses the job requirements and outlines qualifications. Must include date ranges and whether full time or part time work.

2. DD-214 for veteran applicants.

3. If using the educational substitution for experience: proof of degree or transcripts.

Please name your documents as follows: First-Last-Resume-03995, etc.

Please do not include references at this time.

Special instructions and information for Classified Staff positions: