Executive Assistant to Chief Enrollment Officer

Department
AVPEM

Salary for Announcement

The minimum of the pay range for this position is $57,600 . We anticipate the qualified candidate to be placed between $57,600 - $74,000 . 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 represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

This position reports to the Chief Enrollment Officer (C.E.O.) and is a member of the C.E.O.’s senior staff. The Executive Assistant provides executive-level administrative assistance and support for the projects, assignments, and activities of the Office of Enrollment Management. The Executive Assistant demonstrates commitment to continuous quality improvement, outstanding service to internal and external stakeholders, and an overall standard of excellence and service. A successful candidate will have a strong ability to build relationships, work independently, be thorough and thoughtful, detail oriented and be able to balance a workload of ebbs and flows. The VPSA oversees over 110 staff comprised of Admissions, Financial Aid and Scholarships, Registrar Office, Orientation, Transfer, and Re-engagement, and Testing Services.

Duties and Responsibilities

60% Support to the Chief Enrollment Officer
Coordination, liaison, leadership and collaboration– Work collaboratively with the C.E.O. and the Enrollment Management Leadership Team (EMLT). Serve as a liaison and first point of contact when representing the C.E.O. and Enrollment Management in communication with internal and external departments, organizations, and groups through a variety of modalities including phone, emails, meetings, and/or one-on-one conversations. Schedule meetings and appointments on behalf of the C.E.O. ensuring that meeting requests are completed in a timely fashion, vetted in an appropriate manner, and clearly presented. Develop and implement department policies. Frequent interaction and contact with senior management staff, administrative officers, community leaders, and local and state officials. Coordinate conference calls, campus meetings and off-site meetings. Ensure that the tone, standards of professionalism and customer service reflect the values and service standards communicated by the C.E.O. Develop and adhere to confidentiality standards within the office. Serve as liaison to the Vice Presidents’ and President’s Office, including preparation of reports, essential communication, student complaints, assisting in crisis situations, project management, and engage as liaison with all other departments, faculty and staff within MSU Denver and the outside community. Organize and establish work and communication processes to provide support to the C.E.O. to ensure the delivery of designated services, and implement rules and regulations, policies, and other guidelines to achieve program objectives. Determine cyclical deadlines and integrate on-going support for the C.E.O. in order to deliver timely and high-quality work products in compliance with the academic calendar, HR and other deadlines as appropriate. Support the C.E.O. in the logistics (facility, catering, decor, staffing, etc.) involved in planning and the successful execution of relevant initiatives and community events. Prepare annual reports.

15% Administrative Support
Manage complex internal operations, identify problem issues, and develop solutions. Write, approve, and edit communications. Work independently, handle matters confidentially, analyze and solve problems in the C.E.O. office, and make decisions appropriate to the position. Adapt from routine administrative duties to handling special situations seamlessly on a daily basis. Manage outbound and inbound correspondence. Field inbound phone calls for the office. Serve as coordinator and support staff for a variety of meetings, including EMLT staff meetings, standing meetings and task forces as needed. Request agenda items for meetings, take minutes, develop action items for follow-up, finalize material and schedule presentations as appropriate. Serve as point of contact and manager providing assistance to staff and students who visit the office; resolve problems and/or refer to appropriate personnel, as per university policy. Establish timelines and tasks, work with outside vendors, coordinate event materials, and work within established budgets. Manage event registrations for C.E.O. Engagement in process improvement.

15% Support to Deputy Chief Enrollment Officer and Division of Enrollment Management
Chair and manage the Enrollment Management Supervisory Team (EMST) to ensure all front-line offices are communicating important information as well as doing our part to prevent the “roadrunner-run-around”. Serve on Enrollment Management Leadership Team. Support communications efforts to meet goals. Manage communications/marketing projects as needed. Provide assistance as needed to the Deputy C.E.O. and division of enrollment management.

10% Budget/Fiscal Responsibilities
Coordinate departmental budget aspect with Department’s budget manager for all reimbursement and fiscal expenditures for the C.E.O. Serve as budget and accounting services liaison for Enrollment Management departments by working within State Fiscal Rules. Create and monitor computerized budget systems. Be aware of and follow State Fiscal Rules. Identify and correct funding deviations in budgets. Make written corrections to accounting services for any errors in the budgets. Reconcile Corporate Card expenses and operate under Fiscal Rules concerning purchases. Submit reports to the Associate Vice President. Oversee travel arrangements for the C.E.O. ensuring appropriate travel vendors are utilized given the applicable fiscal rules. Manage reimbursements associated with business-related travel such as mileage and parking fees.

Required Qualifications

• Experience in a customer service setting providing office or administrative support
• Experience planning and organizing large (30+ people) events and/or meetings
• Experience multi-tasking and working with frequent interruptions
• Excellent oral and written skills
• Experience maintaining discretion and confidentiality in and outside the workplace
• Experience solving problems creatively.

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Preferred Qualifications

• Bachelor’s degree
• Experience with higher education organizational structure/management systems and personnel, specifically within Enrollment Management;
• Knowledge of institutional, state and federal policies and procedures;
• Experience with making and managing travel arrangements;
• Experience managing multiple projects;
• Experience with budget management.

Instructions to Apply

For full consideration, please submit the following documents:

• Resume
• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position
• Names and contact information for three professional references (at least one reference provided must be a supervisor, either current or former)

Official transcripts will be required of the candidate selected for hire.

Closing Date

Open Until Filled

Posting RepresentativeCarlos Alcala

Posting Representative Emailcalcala1@msudenver.edu

Benefits

MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Employee Benefits Offerings

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.