Executive Assistant - Office of Outreach & Engagement

CU System; Denver (CO); Hybrid; USD 70,000 - 75,000; Full time

Job summary

CU System Administration is seeking an Executive Assistant to support the Vice President of Outreach & Engagement and the Office of Engagement. This exempt role manages calendars, travel, meetings, budgets, and office operations across CU's system administration, serving internal campuses and external stakeholders.

The role requires strong organizational and communication skills, capability to handle time-sensitive tasks, and the ability to work in a hybrid schedule from Denver, CO.

Responsibilities

• Coordinating and managing assignments from the VPOE
• Maintaining the VPOE's calendar and scheduling appointments and meetings
• Managing the VPOE's travel schedule and coordination through Concur
• Preparing meeting agendas, reserving space and equipment, and coordinating catering
• Producing monthly expense reports for reimbursement to the VPOE
• Assisting with tracking the annual team budget and office purchases
• Managing the office's administrative operations, HR coordination, memberships, and subscriptions
• Aiding in CRM data tracking and dissemination of information for internal/external constituencies

Job description

University Staff

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 Office of Outreach & Engagement was created in 2019 and exists within the Department of Government Relations, Outreach & Engagement. The Office of Outreach & Engagement leads outreach and engagement on behalf of the president's office and the Board of Regents with key audiences across the state. The office supports the university's strategic priorities that include partnerships; community connections; programs that meet community needs; enrollment that reflects the diversity of Colorado; research collaborations with the campuses; experiential and employment opportunities for students/new alumni; and local level advocacy for CU's public policy priorities.

The Executive Assistant - Office of Outreach & Engagement is responsible for providing administrative and clerical support for the Office of Engagement, primarily for the Assistant Vice President of Engagement, and including other team members. The position serves as the office manager and is charged with establishing and maintaining positive working relationships with internal and external constituencies. The Executive Assistant serves as the interface with other System Administration offices and campuses in order to manage multiple, complex, time-sensitive and subject-sensitive projects and tasks. This position often acts as a first point of contact and must appropriately assess and route inquiries from varying campuses, departments, and external stakeholders. The Executive Assistant is also responsible for occasional event support and activities outside regular business hours.

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

Where You Will Work:

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

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

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

Equal Opportunity Statement:

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.

Duties and Responsibilities:

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

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

• Coordinating and managing assignments from the VPOE
• Maintaining the VPOE's calendar and scheduling appointments and meetings
• Managing the VPOE's travel schedule and coordination through Concur
• Providing administrative support for meetings, which may include:
  • Preparing meeting agendas
  • Scheduling appropriate meeting space and communication equipment
  • Ordering catering when necessary
  • Completing meeting notes
  • Ensuring appropriate communications and follow up
• Preparing monthly expense reports for purposes of reimbursement to 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 other financial transactions in accordance with established procedures and required authorizations
• Managing the office's administrative operations, which includes:
  • 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 customer relations management (CRM) platform
• Aiding in the tracking and ordering of university collateral and promotional items
• Creating and disseminating data, documents, calendars, correspondence, and other information as needed to the office's internal and external constituencies on behalf of the VPOE and team
• Producing varying documents, including correspondence, reports, presentations, and spreadsheets utilizing Microsoft Office suite and Adobe
• Assisting with other duties, including special projects/tasks, as assigned

External Outreach & Engagement

• Supporting the VPOE and team to execute statewide outreach tours including:
  • Assisting with tour itineraries and materials
  • Assisting with preparation of university collateral and promotional items that will be distributed
  • Assisting with site selection of community events and making venue reservations
  • Producing community event promotional materials
  • Completing travel logistics (e.g., rental car and airplane reservations, 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, including from campuses
• Assisting the VPOE in identifying and facilitating on-campus visits with campus leadership, faculty and staff to broaden understanding 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 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