Events and Front Desk Administrator

Job Summary

This position serves as a highly accessible presence engaging in management of front desk operations, main office fiduciary management, events, community building, outreach support, educational programming, and website development support for the Department of Physics. This person will need excellent communication and organizational skills and the ability to successfully manage multiple events while maintaining compliance with State, Funding Agency, University and Department regulations and policies on official functions, procurement and event management.

This position also exists to provide support to the Physics Department by acting as communications and building liaison faculty and undergraduate student support administrator. Physics is a very large department with 75+ faculty, over 100+ research faculty, 300+ graduate students and 450+ undergraduate students. This position has the authority to respond quickly to the changing needs of the department by creating and implementing new processes.

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.

The research conducted by the faculty, staff, and students in the CU Physics Department is vibrant and groundbreaking across the broad scope of most subfields in physics.

The discovery of the Higgs boson was made at the CERN super collider, in a collaboration involving our high‑energy physics faculty. Nobel‑prize caliber research is carried out in studies of quantum gases and quantum optics. Condensed‑matter theorists and experimentalists unravel the mysteries of many‑body systems, including liquid crystals and the quantum mechanical nature of the electrical and magnetic behavior of materials.

• Front Office Operations
• Determining scheduling priorities and maintaining classroom and conference room schedules and reservations for events, meetings, review sessions, student accommodations, etc.
• Recruit, hire, schedule, and supervise student assistants to ensure smooth front‑office operations. Manage student work‑study award allotments. This position will provide oversight and quality control, with particular attention to high‑volume exam printing, to ensure accuracy and meeting deliverables in a timely fashion.
• Under the supervisory direction of this position, student assistants will assist faculty and staff with copy requests, document editing, department mailings and classroom needs. Prepare refreshments for department events like faculty meetings and colloquia.
• Analyze incoming mail, e‑mail, distribute to appropriate parties.
• Answer questions and assist students and faculty who email, call, or walk in.
• Assist faculty and graduate students with supplies and equipment check‑out.
• Assist with department events as needed (staffing, preparations, set‑up, take‑down).
• Provide department support by keeping office machines running with timely and systematic approach to copier/printer maintenance and supplies.
• Provide a high level of customer service as the initial department contact by answering questions, solving problems, or directing those with inquiries to the correct person in a friendly, professional manner.
• Oversee key and swipe access requests, ensuring that those requesting access have a legitimate need.
• Coordinate with Building manager to report building needs, track, and monitor requests.
• Inform building users of upcoming maintenance, repair, and security issues.
• Biweekly building walk‑through (or oversee students conducting walk‑through) to observe and report problems (full recycling containers, lights, room cleanliness, safety issues).
• Be responsible for scheduling of centrally controlled rooms, department rooms, and process billing contracts for rental of Physics 11th floor rooms.
• Oversee the placement of textbook and desk copy orders and monitor…