Executive Assistant - Office of Outreach & Engagement

University of Colorado System; Denver (CO); Hybrid; USD 70,000 - 75,000; Full time

Benefits offered by this job

Medical & dental

Retirement plans

Paid holidays

Parental leave

Tuition benefit

EcoPass & parking

CU Advantage

Job summary

University of Colorado System Administration is seeking an Executive Assistant to support the Office of Outreach & Engagement. This role provides administrative and clerical support for the Assistant Vice President of Engagement and the team, acting as a primary office manager and coordinating with internal CU offices and campuses.

The position reports to the Vice President of Outreach & Engagement, offers a hybrid work arrangement, and requires strong organizational and communication skills to

Qualifications

• Bachelor's degree from an accredited institution or equivalent professional experience.
• 4+ years of professional experience providing administrative support to a department and its leadership.
• Ability to schedule meetings, coordinate travel, and prepare confidential reports and materials.

Responsibilities

• Coordinate and manage assignments for the Vice President of Outreach & Engagement.
• Maintain the VPOE's calendar and schedule appointments and meetings.
• Coordinate travel using Concur and prepare meeting materials and notes.
• Prepare monthly expense reports for the VPOE and assist with other duties as assigned.
• Support the Office of Engagement and Internal University Engagement efforts.

Skills

Executive support

Scheduling

Travel coordination

Meeting coordination

Office administration

CRM awareness

Education

Bachelor's degree or equivalent

Tools

Concur

CRM software

Microsoft Office

Job description

Join Our Team and Make a Difference in HigherEducation!

At the System Administration office at the University of Colorado,we are dedicated to building a workplace where everyone feelsvalued, supported, and empowered to thrive. Our office is committedto fostering a culture where employees find community, a sense ofbelonging, and the opportunity to contribute meaningfully to ourmission and purpose.

By joining our team, you'll have a direct impact on shaping thefuture of higher education. In addition to the Office of the Boardof Regents, the University of Colorado's system administrationincludes 19 units that provide essential services to CU's campusesin Aurora, Boulder, Colorado Springs, and Denver, as well as theOffice of the President. While not a part of any one campus, we areproud 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 ourcommunities.

We believe in creating an environment where the unique experiencesand perspectives of everyone are embraced, enriching the work we doand the strategic outcomes we pursue. If you're passionate aboutmaking a difference, contributing to a dynamic team, and supportinga mission that matters, we encourage you to apply and be part ofour journey. Learn more about CUSystem Administration .

Position Summary:

The Office of Outreach & Engagement was created in 2019 andexists within the Department of Government Relations, Outreach& Engagement. The Office of Outreach & Engagement leadsoutreach and engagement on behalf of the president's office and theBoard of Regents with key audiences across the state. The office supports the university's strategic priorities that includepartnerships; community connections; programs that meet communityneeds; enrollment that reflects the diversity of Colorado; researchcollaborations with the campuses; experiential and employmentopportunities for students/new alumni; and local level advocacy forCU's public policy priorities.

The Executive Assistant - Office of Outreach & Engagement isresponsible for providing administrative and clerical support forthe Office of Engagement, primarily for the Assistant VicePresident of Engagement, and including other team members. Theposition serves as the office manager and is charged withestablishing and maintaining positive working relationships withinternal and external constituencies. The Executive Assistantserves as the interface with other System Administration officesand campuses in order to manage multiple, complex, time-sensitiveand subject-sensitive projects and tasks. This position often actsas a first point of contact and must appropriately assess and routeinquiries from varying campuses, departments, and externalstakeholders. The Executive Assistant is also responsible foroccasional event support and activities outside regular businesshours.

This position reports to the Vice President of Outreach &Engagement and is exempt from the State of Colorado Classificationsystem.

Where You Will Work:

Applicants must be Colorado residents or able to relocate toColorado within a month of starting employment with University ofColorado System Administration.

This role is eligible for a hybrid schedule, working 2 days fromhome and 3 days in the office at 1800 Grant St, Denver, CO.

Please note, leadership may adjust in-office work requirementswith a minimum of three months' notice before any change can be implemented.

Equal Opportunity Statement:

CU is an Equal Opportunity Employer and complies with allapplicable federal, state, and local laws governingnondiscrimination in employment. We are committed to creating aworkplace where all individuals are treated with respect anddignity, and we encourage individuals from all backgrounds toapply, including protected veterans and individuals withdisabilities.

Duties and Responsibilities:

Support for the Vice President of Outreach & Engagement(VPOE)

• Coordinating and managing assignments from the VPOE
• Maintaining the VPOE's calendar and scheduling appointments andmeetings
• Managing the VPOE's travel schedule and coordination throughConcur
• Providing administrative support for meetings, which may include:
  • Preparing meeting agendas
  • Scheduling appropriate meeting space and communicationequipment
  • Ordering catering when necessary
  • Completing meeting notes
  • Ensuring appropriate communications and follow up
• Preparing monthly expense reports for purposes of reimbursementto the VPOE
• Assisting with other duties as assigned

Support for the Office of Engagement

• Assisting the VPOE in tracking the annual team budget
• Facilitating and processing office purchases and otherfinancial transactions in accordance with established proceduresand required authorizations
• Managing the office's administrative operations, whichincludes:
  • Maintaining professional memberships
  • Keeping online subscriptions current
  • Managing external inquiries on a case-by-case basis
  • Managing the office's human resources coordination
• Aiding in the tracking of engagement work within a customerrelations management (CRM) platform
• Aiding in the tracking and ordering of university collateraland promotional items
• Creating and disseminating data, documents, calendars,correspondence, and other information as needed to the office'sinternal and external constituencies on behalf of the VPOE andteam
• Producing varying documents, including correspondence, reports,presentations, and spreadsheets utilizing Microsoft Office suiteand Adobe
• Assisting with other duties, including special projects/tasks,as assigned

External Outreach & Engagement

• Supporting the VPOE and team to execute statewide outreachtours including:
  • Assisting with tour itineraries and materials
  • Assisting with preparation of university collateral andpromotional items that will be distributed
  • Assisting with site selection of community events and makingvenue reservations
  • Producing community event promotional materials
  • Completing travel logistics (e.g., rental car and airplanereservations, hotel reservations, meal reservations, etc.)
  • Submitting invoices for payment from vendors on the tours
• Assisting on updates to the team's website

Internal University Engagement

• Coordinating meetings with internal CU stakeholders, includingfrom campuses
• Assisting the VPOE in identifying and facilitating on-campusvisits with campus leadership, faculty and staff to broadenunderstanding of university programs

What We Offer:

Salary:

The anticipated hiring range has been established at$70,000- $75,000 .

CU System Administration takes into consideration a combination ofthe selected candidate's education, training and experience as itrelates to the position, as well as the position's scope andcomplexity, internal pay equity and external market value whendetermining a salary level for potential new employees.

Benefits:

• No-cost or low-cost medical & dental plan options, someinclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory401(a) plan where CU contributes 10% of your gross pay, a 401k or403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans, such as Health care and Dependent careflexible spending accounts.
• Embrace a healthy work-life balance with ample sick andvacation leave, along with at least 12 paid holidays. This includesa dedicated week off for winter break.
• 6 weeks of parental leave to adjust to the joys ofparenthood.
• A tuition benefit program for you and/or your dependents.
• Free RTD EcoPass and free onsite parking at our 1800 GrantStreet Office.
• Many additional perks & programs with CU Advantage

Additional taxable fringe benefits may be available.

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

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

Qualifications:

Minimum Qualifications:

Please include all relevant experience in your resume to beaccurately assessed against these qualifications. You must meet allminimum requirements at the time of application to be consideredfor this role.

• Bachelor's degree from an accredited institution of highereducation, or equivalent professional experience (professional ormilitary experience may be substituted for the educationalrequirement on a year-for-year basis)
• Four (4) years' professional experience providingadministrative support to a department and a director or executive,which also includes:
  • Scheduling and coordinating meetings, travel, conferences, orother related events on behalf of a director or executive
  • Preparing complex and/or confidential reports, correspondence,presentations, and/or related materials
• Position will be required to work after hours and/or on-call,as needed
• In-state travel as required

Preferred Qualifications:

• Six (6) years' professional experience providing administrativesupport, as indicated above
• Prior work experience at the university, including knowledge ofthe business, organizational structure, and functions of theUniversity of Colorado
• Demonstrated experience using the university's expensereporting system
• Experience working with Concur

Knowledge, Skills, and Abilities:

To be successful in this position, candidates will need thefollowing:

• Knowledge of executive level support best practices
• Knowledge of office management principles and bestpractices
• Knowledge of basic artificial intelligence (AI) skills,including understanding of how it works, how to write effective AIprompts, and how to utilize AI safely and responsibly
• Ability to learn different types of software for CRM usage andbasic website maintenance
• Ability to establish and maintain positive workingrelationships
• Strong collaboration skills, including the ability to work withothers from different areas, ages, cultures and backgrounds toreach a common goal
• Strong organizational skills, including the ability to setpriorities and meet multiple goals and deadlines
• Excellent verbal and written communications skills, includingproficient grammar, punctuation and formatting skills
• Excellent listening skills, including the ability to accuratelyinterpret what others are saying and convey messages, information,concepts, and details accurately and clearly
• Ability to work independently with minimal supervision andreliable professional judgment, as well as collaboratively with ateam to achieve desired results
• Ability to manage multiple concurrent and competing tasks andresponsibilities, and adapt to changing priorities whilemaintaining personal effectiveness
• Ability to prioritize work and stay on task when completingspecial projects and daily assignments
• Ability to maintain a strong work ethic, positiveproblem-solving attitude, and enthusiasm for the workperformed
• Ability to self-start and take initiative in completing dailytasks and special projects
• Ability to focus on activities that have the greatest impact onmeeting work commitments
• Ability to exercise sound judgment regarding confidential andsensitive information
• Advanced knowledge of Microsoft Office applications (Word,Excel, PowerPoint, etc.)

Sponsorship Statement:

We are unable to sponsor applicants for work visas for thisposition.

Background Check Statement:

The University of Colorado is committed to providing a safe andproductive learning and living community. To achieve that goal, weconduct background investigations for all final applicants beingconsidered for employment. Background investigations include acriminal history record check, and when appropriate, a financialand/or motor vehicle history. The Immigration Reform and ControlAct requires that a verification of employment eligibility bedocumented for all new employees by the end of the third day ofwork. The University of Colorado is committed to diversity andequality in education and employment.

ADA Statement:

We are committed to an inclusive and barrier-free search process.We provide accommodations for applicants requesting accommodationthrough the search process such as alternative formats of thisposting. Individuals with disabilities in need of accommodationsthroughout the search process should contact the ADA Coordinatorat: [e-mail]