Research Support - Geophysics

Apply now Job no: 494634
Work type: Research Support Part Time
Location: Golden
Categories: Academic Affairs, Geophysics, Administrative/Office Support

Position Title: Research Support - Geophysics
The Opportunity:
  • Providing reception services for the main office of the Department of Geophysics.
  • Creating and implementing practices and procedures as needed, through coordination and cooperation with administrators, supervisor, Department Head, RCP Leadership, Geophysics faculty, students, and other staff.
  • Providing Department Head and RCP Leadership with supplemental details, ideas and solutions to help them administer program operations.
  • Prioritizing workload, organizing and coordinating assigned duties.
  • Processing requests and documents, answering telephone; processing & filing of faculty, visiting scholars, staff and student paperwork related to travel, visiting scholars’ applications, reimbursement requests, purchasing documents, accounting, maintaining mailing list and other databases and student files.
  • Providing additional administrative support as requested.
Responsibilities:

Office Management, Research and Departmental Administration and Support

  • Manages main administrative operations for the Department of Geophysics and the Reservoir Characterization Project (RCP), including providing reception services for Department main office. Greets scheduled visitors and conducts them to appropriate area or person.
  • Creates, and implements practices and procedures, as needed, through coordination and cooperation with the Geophysics Program Assistant II, Mines Portfolio administrators, RCP Leadership, Department Head, faculty, and other campus staff; provides RCP Leadership with supplemental details, ideas, and solutions to help him/her administer program operations; prioritizes workload, organizes and coordinates assigned office operations. Defines office workflow and is responsible for ongoing evaluation of administrative processes and makes effective recommendations for change.
  • Contacts campus administrative offices to resolve problems or inquiries about: faculty contracts, faculty retirements and promotion/tenure notebooks, and payroll issues.
  • Works with faculty, staff and students. Work includes photocopying, processing requests and documents, answering telephone; completing, processing and filing faculty, visiting scholars, staff and student paperwork related to travel, visiting scholar applications, reimbursement requests, purchasing documents, accounting, maintaining databases and student files.
  • Serves as administrative assistant to the RCP Director and Associate Director and provides assistance as required.
  • Coordinates travel plans for Department faculty and students for conferences, official functions, competitions, and all documentation associated with the process, along with the allocation and tracking of funds for travel on RCP indexes. Arranges departmental faculty candidate or other visitor travel.
  • Maintains and moderates email listservs and maintains information and data needed by the Department Head, RCP Leadership, faculty and staff.
  • Completes and verifies travel expense documents for faculty, staff and visitors.
  • Performs general office record keeping, maintains systems including purchase requisitions, travel expenses, reimbursement requests, office supplies etc. Maintains general office record systems.
  • Uses and monitors office equipment including computers, photocopier, scanners etc. Orders and maintains office supplies.
  • Routes all incoming mail (mailing/UPS/FedEx correspondence); coordinate the delivery of packages in the Department (large research equipment volume).

Departmental Accounting/Financial/Budgeting Support

  • Utilizes institutional enterprise system (e.g., Banner) and when necessary operates an internal financial tracking system for the Department of Geophysics and RCP, gathering information related to budgets.  Follows spending guidelines, monitors/verifies entries (deposits, expenditures and encumbrances) on all the assigned accounts (foundation and research accounts), analyzes/initiates journal entries for corrections.
  • Generates graduate research assistantship contracts for RCP and monitors contract completion in the OnBase system, to ensure that RCP-funded graduate students receive appropriate compensation for work.  Maintains database of student funding for RCP Leadership to use in analyzing and forecasting current and future sponsored research budget needs and spending.

Consortium Sponsor Meetings, Special Events, and Projects

  • Provides planning, practical, and logistical/coordinative support to RCP Leadership and department faculty, students/student organizations, and Department staff with special projects and events.  Examples of events include recruiting, seminars, center leadership meetings, and Department celebrations. 
  • Assists with planning and executing two consortium sponsors meetings every year for RCP.  Duties include scheduling and contracting meeting venue, arranging audio-visual support and catering, managing meeting attendee registrations, and coordinating production of printed and electronic materials for sponsor representatives.
  • Provides logistical support for other Geophysics research consortium sponsor meetings, for Department consortia who do not have dedicated administrative support.  Duties include scheduling meetings, locating and securing appropriate venues and arranging for room setup, audio-visual service, food and beverage, and paying invoices related to same.

Department Undergraduate Program Assistance and Student Society Coordination

  • Provides general administrative support for Geophysics Undergraduate Advisory Committee (UAC), including attending and taking minutes at irregular UAC meetings, routing and processing undergraduate independent study proposals, updating and distributing undergraduate curriculum flowchart, and following up with UAC faculty regarding related action items.
  • Updates undergraduate student database, to assist in outlining those data in various ways to enable Department Head and Department faculty to make curricular and enrollment decisions, and perform its annual review of undergraduate student progress.
  • Serves as staff advisor to the Society of Student Geophysicists (SSG) and the Society for Women in Geophysics (SWIG).  Assists with SSG and SWIG correspondence to prospective and current sponsors and mentors, disseminates information to Department faculty, staff, and students regarding all SSG and SWIG activities.  Helps arrange logistics and payment for SSG and SWIG meetings and activities, including GP Day events.   Coordinates travel (airline/hotel reservations, meeting registrations, travel paperwork) for SSG and SWIG students attending professional conferences.  Assists both groups with tracking and managing their respective finances.
Minimum Qualifications:
  • Bachelor’s degree from an accredited institution or equivalent professional work experience.
  • 2+ years of experience in an administrative role.
  • Excellent verbal and written communication skills.
  • Highly detail-oriented and strong organizational skills.
  • Intermediate to advanced skills in Microsoft Office Suite including Outlook, Excel, PowerPoint, and Word.
  • Experience with tracking expenditures and providing financial oversight on multiple accounts.
  • Experience with creating professional correspondence, technical reports, brochures, web content, etc.
Preferred Qualifications:
  • Administrative experience in Higher Ed.
  • Experience with Banner, Cognos, or other ERP system.
About Mines & Golden, CO:
Mines is consistently ranked among the top engineering colleges in the United States and ranks number one as the best public school in the state for best value colleges. Mines is located in the heart of Golden, Colorado, a western suburb of Denver.  The campus location offers a small-town ambiance with close proximity to all that the Denver metropolitan area has to offer with an abundance of cultural events, museums, theaters and sporting venues. An arid climate and an average 300 days of sunshine per year make the area an ideal place to live, work and play. We seek individuals who value a diverse and inclusive community – offering different perspectives, experiences, and cultures that enrich the educational and work experience. 
How to Apply: Review of applications will happen on an ongoing basis with a priority deadline of January 4th. Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.
Total Rewards: Starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information. Mines provides an attractive benefits package including fully paid health and dental insurance. Part of Mines' mission is to create a family-friendly environment supported through our dependent tuition benefits, parental leave benefits, and dependent care assistance plan, as well as in special events, camps, and programming. For more information visit: family.mines.edu
Background Investigation Required: Yes

Advertised: Mountain Standard Time
Applications close:

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