Job Details

University of Colorado System Administration

Executive Assistant
Go to our website »

Position Number: 5935628
Location: Denver, CO
Position Type: Academic Vice Presidents and Provosts

Executive Assistant

Executive Assistant - 35918 University Staff Description

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you'll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado's system administration includes 19 units that provide essential services to CU's campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you're passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

The Executive Assistant to the Senior Vice President for Internal Operations and Chief of Staff is responsible for a broad range of professional-level, administrative duties in support of the Senior Vice President and Chief of Staff (SVP). This position manages the day-to-day requirements of the SVP and works closely with departments within the Office of the President as well as internal and external constituencies of the university community. The role also provides back-up support to the President's Executive Assistant when needed. This position performs a broad range of professional staff and communications functions to ensure the maximum performance of the SVP and acts independently and exercises initiative to achieve organizational goals and objectives. This position is frequently the first face visitors will see and therefore, a welcoming, in-person presence in the office is important.

This professional position reports directly to the Senior Vice President for Internal Operations and Chief of Staff and is exempt from the state classified system.

Where You Will Work:

This role is expected to work 8:30am-4:30pm, in-person Monday-Thursday at 1800 Grant Street, Denver, CO, and remotely on Fridays.

Diversity and Equity:

The University of Colorado System Administration Office is committed to recruiting and supporting a diverse workforce. The university strives to promote a culture of inclusiveness, respect, communication and understanding.

Duties & Responsibilities:

Duties and responsibilities of the position include, but are not limited to:

Administrative Partnership

Coordinates the SVP's time and calendar to optimize the efficiency of their time.
Responsible for daily decision-making and problem resolution in coordination with the SVP's schedule.
Manages all scheduling coordination and resolution of associated problems and conflicts that may arise.
Coordinates meeting arrangements, including IT support, meals (includes picking up, setting out for meetings), room set-up and breakdown, for President's Executive Team, Team, and other board meetings as requested.
Answers phone calls, responsible for email and US Postal mail to aid the SVP while busy or absent.
Facilitates communication while the SVP is out of the office.
Put Automatic Replies on SVP's email whenever they are out sick, on vacation, or otherwise unable to respond to emails
Serves as a liaison, including welcoming and helping as needed to the SVP's internal and external constituents in the office.
Attends monthly scheduling meetings for the President's calendar and of the 8th floor EAs (the "8th floor" refers to the executive team for the CU System Administration Office).
Coordinates travel arrangements including airfare, hotel and accommodations, vehicle rentals, event scheduling, etc.
Processes travel forms and other reimbursements for the SVP for travel and events.
Responsible for answering questions for and/or speaking on behalf of the SVP.
Plans internal meeting schedule ahead of time by coordinating with direct reports' EAs to schedule regular meetings, working closely with the President's EA.
Approve sick and vacation requests for the SVP and their direct reports through SAP Leave Portal.
Manage Business Continuity Plan for the Chief of Staff Office.
Print and provide agendas, board meeting materials, and other items to SVP as requested.
Do not schedule SVP during the VCG, TEAM, HR Governance, Governance Committee Meetings, and Laws and Policies Committee Meetings as he is required to attend these.
Work collaboratively with Senior Vice President for External Relations and Strategy's Executive Assistant.
Assist other staff members in person as necessary to ensure the smooth day-to-day functioning of the President's Office.
Management of special projects/tasks and other duties as assigned.

Office & Facilities Management

Manage conference room approvals, scheduling, IT support, room set-up and breakdown (President's Conference Room, Regents' Conference Room, Benson Conference Room).
Coordinates the functionality of the Regents, Presidents and Benson conference rooms including ensuring the IT works properly at the onset of meetings; following up after meetings with a physical inspection to ensure rooms are clean and prepared for upcoming meetings; shutting down IT equipment; and handling room reservations.
Inventories, orders, stocks, and organizes supplies for the break rooms, including office supplies and kitchen supplies.
Inspects break rooms to ensure the room remains clean and functional for users.
Coordinates with Building Operations to order office supplies, including copier paper and other supplies shared amongst departments, etc.
Coordinates with Building Operations to ensure copier function properly. Troubleshoot issues in person as they arise.
Ensures that the 8th floor lobby is clean and welcoming to guests including the coffee stand reception desk, and seating area.
Works with UIS (IT Department) department at office to coordinate any technology related complications or issues.
Identifies and reports any building issues to the appropriate department.
Picks up and disseminates US Postal mail to appropriate persons/departments each day. Work with Postal Machine and ensure there are FedEx Supplies available in South Break Room.

Support of CU System President's Office:

Works collaboratively with the CU System President's Executive Assistant and the Senior Vice President for External Relations and Strategy's EA.
Provides in-person back-up and support to the Executive Assistant to the President.
Provides in-person back-up and support to the Senior Vice President for External Relations and Strategy's EA when they are out of the office.

What We Offer:

Salary: The anticipated hiring range has been established at $80,000 - $88,000.

CU System Administration takes into consideration a combination of the selected candidate's education, training and experience as it relates to the position, as well as the position's scope and complexity, internal pay equity and external market value when determining a salary level for potential new employees.

Benefits: With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
Disability, Life, Vision Insurance options.
Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.
6 weeks of parental leave to adjust to the joys of parenthood.
A tuition benefit program for you and/or your dependents.
Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.
Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)

Qualifications:

Minimum Qualifications:

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications. You must meet all minimum requirements listed at the time of application to be considered for this role.

Bachelor's degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis).
Four (4) years' experience working in an office setting providing administrative support to a department and/or manager or director.
Experience supporting administrative/executive level staff.

Preferred Qualifications:

Six (6) years' experience working in an office setting, as indicated above.
Experience working with the Microsoft Office Suite and Microsoft Teams (or similar tools).
Experience working in higher education.
Relevant experience working within the University of Colorado system.

Knowledge, Skills, and Abilities:

Knowledge and ability to research State rules and regulations as well as university policies and procedures.
Ability to utilize technology and software, including personal cell phone applications, Microsoft Office Suite OneNote and Teams, and office copier machines.
Ability to communicate effectively, orally and in writing.
Ability to establish and maintain positive working relationships.
Ability to maintain strict confidentiality.
Ability to speak on behalf of the Senior Vice President and Chief of Staff.
Ability to work in person in an office Mondays-Thursdays and remotely on Fridays.
Skilled in project management with an ability to handle complex, multiple, and concurrent tasks.
Analytical and problem-solving skills.
Excellent communication and organizational skills.
Problem-solving skills.
Decision-making ability to set priorities.
Ability to handle multiple deadlines.
Ability to analyze and pursue problem resolution.
Self-starter capabilities to initiate and complete projects.

How to Apply:

For full consideration, please attach the following as separate documents to your application:

A cover letter identifying the job specific minimum qualifications you possess
A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.

Please ensure you check the "Job Specific Attachments" box next to each document on the "Required Documents" page of the application for the appropriate documents to be attached.

Per the Colorado Job Application Fairness Act, you are not required to provide your date of birth, dates of school attendance, or dates of graduation on your resume or cover letter. If an application requires additional materials, such as a transcript or certification, you may redact identifying information relating to your date or birth, dates of school attendance, or dates of graduation.

When to Apply:

For full consideration completed applications must be submitted by Friday, January 24, 2025. Reference checking is a standard step in our hiring process. You may be asked to provide contact information, including email addresses, for up to five references as part of the search process for this position. *Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered.*

Sponsorship Statement:

We are unable to sponsor applicants for work visas for this position.

Background Check Statement:

The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial history, motor vehicle history and/or fingerprinting background check. The Immigration Reform and Control Act requires that a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment.

ADA Statement:

We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: systemhr@cu.edu.

Application Materials Required: Cover Letter, Resume/CV Job Category
: Professional Support Services Primary Location
: Denver Department: S0001 -- System Administration - 50038 - Chief of Staff Office Schedule
: Full-time Posting Date
: Jan 15, 2025 Unposting Date
: Jan 25, 2025, 12:59:00 AM Posting Contact Name: System HR Recruiting Posting Contact Email: SystemHR.Recruiting@cu.edu Position Number: 00550050

To apply, visit https://cu.taleo.net/careersection/2/jobdetail.ftl?job=35918&lang=en