Executive Assistant to the Vice President of Student Life

Position Title
Executive Assistant to the Vice President of Student Life
The Opportunity

The Executive Assistant to the Vice President of Student Life is an administrative faculty position reporting to the Vice President with the primary role of directly managing and supporting the VP in her initiatives, operations, daily activities, events, projects, and communications. The position works independently as well as in conjunction with the VP and the Student Life Senior Staff Team to provide professional direction, guidance, and interface between the VP and internal and external constituencies. The EA is expected to act proactively and without much supervision, in addition to anticipating needs and following through on assignments. The EA is a creative ‘self-starter’ who regularly seeks and provides feedback to their supervisor and peers.

The EA has significant organization and prioritization skills, excellent attention to detail and deadlines, and is a superb communicator. At times, the EA may attend meetings alongside the VP or attend in his/her place and is a confidant and liaison to the VP. As a designee of the VP, the EA must be adept at working with diverse students, staff, faculty, and external contacts, ensuring that communication style and approach are appropriate to the audience. Given the student-serving focus of the division of Student Life, the EA is a student affairs professional who is competent at providing empathic support to Colorado School of Mines students. The EA is adept at ensuring that others feel heard and validated, while also standing firm and in support of institutional policy and/or decisions. Colorado School of Mines enrolls a diverse population of students at the undergraduate and graduate level. The EA must have experience and skills in working with diverse individuals and groups and must nuance their approach to support equitable experiences and outcomes. The EA must also be skilled at diffusing conflict and have the ability to handle highly confidential information.

The EA is responsible for monitoring Student Life budget(s) and manages fiscal and administrative processes and approvals on behalf of the VP. The EA drafts and prepares written and visual presentations for the VP. As such, the position requires the exercise of independent judgment and action as well as requires a thorough knowledge of the university and expectations of the VP.

As a member of the Student Life Senior Leadership Team, the EA works alongside colleagues to advance various divisional initiatives and executes on identified priorities. Working in a collaborative fashion, the EA supports VP-level and divisional events, activities, and communications. Skills include excellent written and verbal communication skills, a very high level of attention to detail, planning, organizing, and event/meeting planning skills.

Responsibilities

The EA’s primary role is to manage and support the initiatives, operations, day-to-day activities of the VP in a collaborative and productive manner. This is achieved through a high level of planning, organizational skills, setting priorities, and high-quality service skills.

The EA is responsible for handling confidential and time sensitive materials. The EA shall ensure that leaders within the Division of Student Life have appropriate access to the VP, are properly involved in the decision-making process and are familiar with various issues impacting Student Life functions and the student experience at Mines. The EA is responsible for the timely and appropriate responses to issues presented to the VP Office.

The EA conducts research, analyzes findings, and reports on them to others. The EA handles confidential and sensitive materials, as well as those that require analyzing before composing detailed responses to the VP or others. The EA functions in a proactive manner ensures details are addressed, follow-up is done and noted and follow-through is evident.

Within the set of broad responsibilities, the EA is specifically responsible for, but not limited to:

Executive Support

The EA provides direct management and support of the VP, his/her initiatives, projects, day-to-day activities and other matters. The EA manages the VP’s calendar and related administrative functions, including travel, and supports the VP in a collaborative, proactive and effective manner with the goal to minimize administrative matters of the VP and keeping the VP apprised of related and relevant issues. The EA uses data to inform the work and is comfortable with basic data collection and analysis techniques

Meetings & Presentations

The EA reviews, prepares, and summarizes reports, PowerPoint presentations and other documents as necessary ensuring that the documents, presentations and materials are timely, accurate, complete, inclusive, and professionally formatted.

The EA coordinates events and meetings for the VP and division of Student Life, including setting agendas, preparing materials in advance, scheduling and attending to all event/meeting logistics. The EA ensures that meetings and events sponsored by the VP and/or division are both accessible and inclusive of diverse participants.

Budget and Expense Reporting

The EA manages numerous budgets on behalf of the VP; operating, restricted funds and auxiliary. The EA develops quarterly forecasts for each budget and expends and tracks funds, ensuring alignment with the forecast and budget.

The EA coordinates and submits the VP’s expense reporting as well as reviews expense reporting that requires the VP’s approval prior to the VP’s review

Student Life Administrative Liaison and Process Manager

The EA serves as a primary liaison between Student Life and key administrative units within the University. The EA ensures that internal Student Life processes are effectively coordinated and in adherence with University standards, and effectively communicates with employees across the division so that others are appropriately informed about relevant administrative processes.

The EA develops systems for enhancing efficiency of administrative processes, in coordination with other units and the VP. Likewise, the EA provides insights to the VP about University-level administrative functions impacting the division and the student experience, makes recommendations for process improvement, and executes changes accordingly.

Communications

The EA reviews and screens communications for the VP including telephone calls and emails, using sound judgment to determine those requiring priority as well as acts where appropriate. The EA responds to and initiates select correspondence on behalf of the VP, ensuring that content is accurate that and voice and framing is appropriate for the audience.

The EA is responsible for providing a consistent presence in the Student Life Office, as well as timely and appropriate responses to issues presented to the VP office.

The EA serves as a liaison to a variety of external constituents. These may include the Board of Trustees for the Colorado School of Mines, students’ parents, donors, vendors and contractors, the Colorado Commission of Higher Education, and other higher education institutions in and outside of Colorado.

Initiatives and Projects

As needed, the EA assists with and/or leads initiatives and projects independently with minimal guidance from the VP. The EA manages the Student Life website and monitoring all other Student Life websites, ensuring that they are current, relevant, and properly formatted information. The EA works with others to ensure same with related web pages. The EA coordinates mass electronic and printed communication and notifications as needed.

Minimum Qualifications

Experience:

• Substantial professional management skills in a complex organization, with experience in providing support, professional guidance, direction, and interfacing with an executive level position.
• Experience with high-level decision-making, planning, organizing, monitoring, prioritization, and collaborating.
• Experience ensuring compliance with standards, deadlines, and established expectations.
• Experience conducting research, analyzing results, and report writing.
• Experience creating, reviewing, and developing documents, presentations, and materials.
• Knowledge of financial reports, practices and procedures.

Skills:

• Experience supporting the initiatives, operations, and daily activities for an executive level position.
• Ability to work effectively and collegially within a complex academic community and interfacing with a wide range of constituencies.
• Excellent written and verbal communications and interpersonal skills.
• Ability to work with confidential and sensitive materials and information.
• Experience with budget management and analyzing financial reports.
• Ability to compose professional-quality documents including letters, meeting minutes, presentations, and reports.
• Demonstrated proficiency in general technology, word processing, spreadsheet, and database management skills in a Windows environment.

• Significant experience in higher education is highly preferred.

About Mines & Golden, CO

When the world looks for answers, the world looks to Mines.

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023).

Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds.

At the same time, Mines faculty members are pushing their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of our size.

That size – roughly 7,000 undergraduate and graduate students – also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact.

Community Alliance groups bring together employees for professional development, networking, cultural awareness and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus – nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.

And don’t get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails – and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play.

Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience?

Look to Mines.

Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.

We strongly encourage people of color, lesbian, gay, bisexual, transgender, queer and non-binary people, veterans, parents, and individuals with disabilities to apply. Mines welcomes everyone to our team; in your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). If you need reasonable accommodation at any point in the application or interview process, please let us know.

Pay Range

$72,400 - $81,800

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Total Rewards

Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes:

- Fully paid health and dental premiums
- Generous sick/vacation time
- 13 paid holidays per year – including a week-long winter break for entire campus
- Fully vested retirement plan on first day of employment (certain plans only), with generous employer contribution
- Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)

All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the on-campus Recreation Center (fitness classes and training, swimming pool and more), equipment rentals through the Outdoor Rec Center, the Colorado State Employee Assistance Program (CSEAP), programming at Arthur Lakes Library, and backup child and elder care. Coming soon is an on-campus daycare center. For more information about benefits at Mines, go to mines.edu/human-resources/benefits.

How to Apply

Applicants will be asked to complete an online application (personal information, demographic information, references, veteran status) and upload a resume, cover letter, and diversity statement (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.

Please contact Kathy White at kwhite1@mines.edu with questions about this position.

Background Investigation Required
Yes

Advertised: Feb 1, 2023 Mountain Standard Time
Applications close: Feb 26, 2023 11:55 PM Mountain Standard Time