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University of Colorado Executive Assistant in Denver, Colorado

*University of Colorado | CU Denver *

College of Architecture and Planning

Executive Assistant

Position #351628 – Requisition 17213

Applications are accepted electronically ONLY atwww.cu.edu/cu-careers

The University of Colorado Denver seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The College of Architecture and Planning has an opening for a full-time University Staff (unclassified) Executive Assistant position.

As Colorado’s public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research, creative work, and civic engagement in the city we call home. CU Denver graduates gain the powerful combination of immersive classroom and real-world experience that are in demand today. The city benefits from well-educated, top talent and a new generation of knowledge that fuels the future of Denver and our region. We are CU in the City.

CU Denver offers more than 100 degree programs, from the bachelor’s to the doctoral level, in the heart of downtown.Here, more than 15,000 students pursue academic programs that range from global energy management to music industry studies to criminal justice. As part of the state’s largest public university system, CU Denver is a major contributor to the Colorado economy, with nearly 2,500 employees and annual economic impact of $800 million. Read CU Denver Quick Facts here.

Position Emphasis:

The Executive Assistant provides senior level executive support to the Dean of the College of Architecture and Planning at the University of Colorado Denver. This position requires attention to detail, discretion, insightful judgment, ability to multi-task, prioritize, and make independent decisions. The Executive Assistant will interact with faculty and staff throughout the University and College, students, the college advisory board, allied professionals, alumni, and other members of the larger community. This role serves as a strategic partner in the College to ensure effective communication from the Dean’s office, as well as organization of meetings, travel, and other support. This position will work with and make decisions independently and on behalf of the Dean, and will communicate initiatives and strategies to various constituencies.

Examples of Work Performed:

Executive Support for the Dean

  • Provide primary administrative support to the Dean including calendar management, ensuring it is up-to-date and accurate.

  • Handle requests for meetings and coordinate and prioritize meetings based on knowledge of relationships with various stakeholders and the Dean’s strategic initiatives, handling sensitive meeting requests with discretion.

  • Update and maintain a calendar of events that require the Dean’s attendance.

  • Prepare background materials for meetings.

  • Anticipate needs and priorities, take initiative to identify effective solutions, and fully execute to the highest standards.

  • Coordinate the Dean’s travel schedule including conference bookings, airfare, and hotel arrangements. Ensure the Dean’s travel is well-organized, allocating time reasonably and maximizing the effectiveness of the trip. After travel is complete, work with appropriate CAP staff on travel reconciliation and reimbursements.

  • Using knowledge of Dean and College contacts and activities, compose, edit and proofread timely correspondence for the Dean’s signature, including thank you, acknowledgement, and congratulation letters. Conduct quality reviews of materials prepared by others for the Dean’s review or signature and proofread the work of others before submission to the Dean.

  • Organize and maintain Dean’s office files such as historical reports and confidential documents.

Support for Department Chairs

  • Assist with the scheduling of large meetings as needed.

  • Provide file maintenance assistance as needed.

Event Planning and Coordination

  • Plan and arrange meetings with College leadership, Executive Committee, faculty members, staff, outside stakeholders, advisory board, and others as requested. Negotiate and make arrangements for meeting times, reserve locations, order refreshments if necessary, assist external guests, prepare agendas and backup documents, and take minutes when requested, provide timely notification of changes to meeting times, dates or location.

  • Manage special events and functions on behalf of the Dean’s Office such as receptions, retirement and farewell events, community gatherings, and other Departmental, College, and University events as requested, and update the College calendar accordingly. Ensure that all room reservations/setup/configuration (i.e., audiovisual and computer equipment, seating, etc.) and all necessary paperwork is completed in advance of events.

  • Assist the Dean with official events and off-campus meetings including submission of paperwork and documentation.

College Communications

  • Prepare and send communications from the Dean’s Office.

  • Provide other college communications support as assigned.

Reception and Customer Service

  • Serve as the initial contact for the Dean’s Office and manage follow-up with individuals and groups to ensure a high-level of service.

  • Foster positive relationships and serve as a well-regarded emissary of the Dean to employees and students of the College, to campus and system personnel, and to external individuals and groups.

  • Develop and organize processes that foster efficient and effective service delivery to clients.

Faculty Affairs

  • Provide support to College leadership for the Reappointment/Tenure/Promotion (RTP) processes for all faculty including notifications to faculty, provision of timelines, and tracking progress. Coordinate the RTP Committee schedule to meet campus and system level deadlines.

  • Assist with additional faculty affairs such as maintaining faculty performance plans and reports of professional activities, assisting faculty with sabbatical assignment eligibility and applications.

  • Maintain and update the database of faculty committee service including descriptions and composition, ensuring committees are fully and equitably staffed at all times.

General Administrative Support.

  • Assist as requested with College reports, program reviews, and professional accreditation requirements.

  • Respond to queries about College activities through written and oral communications and assist with directing requests appropriately.

  • Maintain strong, productive relationships with other members of the Executive Committee (i.e. Department Chairs, Associate Chairs, Directors, etc.)

Salary and Benefits:

The hiring range for this position has been established at $55,000 to $62,000 and is commensurate with skills and experience.

This position is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits:https://www.cu.edu/employee-services/benefits

Total Compensation Calculator:http://www.cu.edu/node/153125

Diversity and Equity:

Please click here for information on disability accommodations:http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Minimum Qualifications:

  • A Bachelor’s degree in business, public administration, education, psychology, political science, social science, liberal arts, communications, or a related field from an accredited institution.

  • Minimum of three years of experience working in an executive administrative support role, preferably with a senior level management/executive administrator.

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Preferred Qualifications:

  • Master’s degree in business, public administration, psychology, political science, social science, liberal arts, communications, or a related field from an accredited institution.

  • Experience working in Higher Education.

Competencies:

  • Excellent oral, written, and interpersonal communication skills with ability to establish rapport with a wide variety of individuals

  • Outstanding customer service skills.

  • Ability to establish and maintain effective relationships with staff, faculty, students, and with departmental representatives within the campus and university.

  • Strong organizational and time management skills and ability to coordinate multiple activities, prioritize work, attend to detail, handle interruptions, and meet deadlines.

  • Ability to exercise a high degree of good judgment and independent decision making.

  • Ability to handle sensitive matters that require discretion and confidentiality.

  • Resourcefulness and ability to problem solve and take initiative, anticipate needs and priorities, maintain flexibility, and adapt quickly to an ever-changing environment.

  • Demonstrated commitment and ability to advance diversity and inclusion.

  • Ability to maintain a climate that is collegial, treats faculty, staff, and learners fairly, and is hospitable to creativity and innovation.

Job: *Professional Support Services

Organization: *U0001 -- DENVER & ANSCHUTZ MED CAMPUS

Title: Executive Assistant

Location: Denver

Requisition ID: 17213

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