Executive Assistant & Leadership Program Coordinator

Company: University of Colorado
Location: Denver
Posted on: May 27, 2023

Job Description:

Executive Assistant & Leadership Program Coordinator
Executive Assistant & Leadership Program Coordinator - 29918 University Staff
Description
Who We Are:
System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses. Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty. Learn more about CU System Administration (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=https://www.cu.edu/cu-careers/cu-system) .
The CU System Office of Advancement provides excellent customer service, strategy, expertise, and efficiency to our partners on CU's campuses and at the University of Colorado Foundation. We support CU's fundraising and engagement goals through advancement operations that include constituent research and development, data management, business intelligence, technical architecture, annual giving, planned giving, gift administration, marketing and communications, IT, budget and finance, and more. We believe that a healthy office culture is foundational to our success. We create this by bringing together a diverse team of colleagues and infusing our core values-Work Together, Think Big, Be Good and Have Fun-into our work every day.
Position Summary:
The Executive Assistant & Leadership Program Coordinator is responsible for applying advanced knowledge of broad range professional-level, administrative duties in support of the Vice President of Advancement Administration and the Senior Assistant Vice President of Central Advancement. The Vice President leads the Central Advancement Office in the Office of the President, manages the executive leadership team for Advancement, and manages three Assistant Vice Presidents that are charged with leading 17 teams/80-100 staff members. This position provides project coordination for the Central Advancement Leadership Team. This position works closely with the Directors of the 17 departments within Central Advancement as well as internal and external constituencies of the university community to support the University's fundraising and engagement efforts. This position performs advanced, diversified, and confidential administrative and project management duties requiring broad and comprehensive experience, skill, knowledge of organizational policies, and use of independent judgment and initiative. This position plays an integral role in the organization and function of the Leadership Team of the Central Advancement Office. Training and professional development will be provided to the Executive Assistant and may include project management and/or other areas.
This position reports to the Vice President for Advancement Administration and is exempt from the State of Colorado Classified Staff System.
Where You Will Work:
This position is based in Denver and will follow a hybrid work structure (part work from home, part in office at our 1800 Grant Street location).
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. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans.
Duties & Responsibilities:
Duties and responsibilities of the position include, but are not limited to:
Administrative Support for the Vice President and Sr. Assistant Vice President:

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  Coordinates the Vice President's and Sr. Assistant Vice President's time and calendar to optimize efficiency; acts as main point of contact for high-level partners, both external and internal, by assisting with scheduling, information sharing, and correspondence.
  
  
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  Manages all scheduling, coordination, and resolution of associated problems and conflicts that may arise for the Vice President, Sr. Assistant Vice President, and the Central Advancement Leadership Team.
  
  
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  Coordinates meeting materials such as agendas, presentations and talking points, minutes, and follow-up correspondence.
  
  
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  Prepares the annual schedules of Advancement executive leadership meetings, team meetings, and individual meetings.
  
  
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  Utilizes data from Advancement's customer relationship management system to create both routine and non-routine requested reports, spreadsheets, and correspondence.
  
  
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  Acts as liaison with Finance and Administration team for items such as accounts payable vouchers, accounting, budget and expense tracking, expense reimbursement, etc.
  
  
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  Troubleshoots and establishes processes to resolve issues and problems with expedited referral of matters to the appropriate office for follow-up.
  
  
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  Helps curate, coordinate, and manage task lists, delegates appropriately, and follows up with key individuals on the execution of critical Central Advancement projects and activities.
  
  
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  Manages special projects and other duties as assigned.
  
  
  Leadership Team Program Coordinator:
  
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    Participates as a supporting member of the leadership team to support the development and implementation of the division's mission, vision, and values. Manages the administration of the 6-person advancement executive leadership team that meets 3-5 hrs. per week, including scheduling, meeting coordination and facilitation, process documentation, and document management.
    
    
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    Facilitates leadership's ability to execute upon the annual goals by supporting strategic planning, annual goal setting, and bi-monthly resource and task planning sessions.
    
    
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    Carries a small portfolio of special projects or serves as a team member on leadership projects to maintain schedule and scope.
    
    
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    Works with the leadership team and project management office to coordinate and schedule trainings and meetings specific to an office-wide project management practice.
    
    
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    Manages changes to leadership team project plans, schedule, and scope.
    
    
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    Assists with internal and external communication and improving transparency.
    
    
    What We Offer:
    Salary: The anticipated hiring range has been established at $65,000-$72,000.
    The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
    The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
    Benefits: The University of Colorado offers an excellent benefits package including:
    
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      Medical: Multiple plan options
      
      
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      Dental: Multiple plan options
      
      
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      Additional Insurance: Disability, Life, Vision and Wellness
      
      
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      Retirement 401(a) Plan: Employer contributes 10% of your gross pay
      
      
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      Paid Time Off: Accruals over the year
      
      
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      Vacation Days: 22
      
      
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      Sick Days: 15
      
      
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      Holiday Days: 10
      
      
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      Tuition Benefit: System employees have the benefit on all campuses
      
      
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      ECO Pass: RTD Bus and light rail service
      
      
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      Additional Perks & Programs: Click to access the CU Advantage (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=https://advantage.cu.edu/) , including perks and programs for our employees
      
      
      Click here to access our Total Compensation Calculator (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=https://www.cu.edu/node/153125) to see what your total rewards could be at CU. This position is a University Staff position.
      Additional taxable fringe benefits may be available.
      More information on benefits programs, including eligibility, is available at www.cu.edu/employee-services/ (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=http://www.cu.edu/employee-services/) .
      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.
      
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        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)
        
        
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        Four (4) years' experience working in an office setting providing administrative support to a department and/or manager or director
        
        
        Preferred Qualifications:
        
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          Six (6) years' experience working in an office setting, as indicated above
          
          
          
          Knowledge, Skills, and Abilities:
          
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            Ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor
            
            
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            Ability to organize data and materials, solve problems, negotiate with others to reach a common objective, communicate information and changes, adapt to shifting priorities, manage conflict, and meet deadlines
            
            
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            Ability to work independently with reliable professional judgment/discretion and minimal supervision, as well as collaboratively with a team to achieve desired results
            
            
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            Ability to identify problems, questions, and assumptions; establish significance; and understand logical connections between ideas
            
            
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            Ability to collaborate with others from different areas and backgrounds to reach a common goal
            
            
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            Ability to facilitate interaction, communication, and teamwork between others
            
            
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            Ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
            
            
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            Ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions
            
            
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            Ability to prioritize work effectively when completing special projects and daily assignments
            
            
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            Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
            
            
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            Ability to utilize Microsoft Office programs and learn and experiment with new software and systems
            
            
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            Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
            
            
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            Ability to handle and maintain sensitive and confidential material
            
            
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            Knowledge of the business and organizational structure of CU
            
            
            How to Apply:
            For full consideration, please attach the following as separate documents to your application:
            
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              A cover letter identifying the job specific minimum qualifications you possess
              
              
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              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.
              When to Apply:
              For full consideration completed applications must be submitted by 5/23/2023. 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.
              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 and/or motor vehicle history. 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 (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=systemhr@cu.edu) .
              Application Materials Required: Cover Letter, Resume/CV
              Job Category : Professional Support Services
              Primary Location : Denver Department: S0001 -- System Administration - 50206 - Advancement Operations
              Schedule : Full-time
              Posting Date : May 9, 2023
              Unposting Date : Ongoing Posting Contact Name: systemhr.recruiting@cu.edu Posting (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=Name: systemhr.recruiting@cu.edu Posting) Contact Email: systemhr.recruiting@cu.edu Position (https://apptrkr.com/get_redirect.php?id=4174916&targetURL=Email: systemhr.recruiting@cu.edu Position) Number: 00729002
              To apply, visit https://cu.taleo.net/careersection/2/jobdetail.ftl?job=29918&lang=en (https://apptrkr.com/4174916)
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Keywords: University of Colorado, Denver , Executive Assistant & Leadership Program Coordinator, Accounting, Auditing , Denver, Colorado