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Executive Assistant


Job Summary

The office of the Vice Chancellor for Student Affairs at the University of Colorado Boulder encourages applications for an Executive Assistant ! This role provides direct executive support for the Vice Chancellor for Student Affairs. Working with independence and initiative, the Executive Assistant is essential to ensuring that the Vice Chancellor is setup for success as it relates to their day to day business needs. This includes being responsible for all travel arrangements, schedules, meetings and logistics to ensure smooth operations. This position will coordinate calendars and schedules, exercising a high level of reliability, communication skills, discretion, and judgment, and will also help with scheduling rooms and high level administrative duties as needed. Additionally, this role will work closely with the Executive Assistant of the Chancellor, Provost and COO to coordinate calendars, as well as routine and urgent meetings. It is essential that this position develops a significant level of knowledge of and experience with university policies and procedures and the ability to work effectively with Division of Student Affairs units, campus partners, parents and families, donors, and community members.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.
Who We Are

The Division of Student Affairs consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.

The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills and find help if they need it. Many departments provide involvement opportunities, educational resources and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT).

With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.

Vice Chancellor for Student Affairs (VCSA)

The first priority of the Division of Student Affairs is students' development as successful, intellectually curious learners, and as healthy, competent, active citizens of the world. Student Affairs encompasses all the basic support services that enhance the classroom experience: where students eat, sleep, build community, make friends, and where students can go when they need help.

Student Affairs is committed to enhancing the factors that lead to academic success while mitigating the obstacles that may impede progress. In collaboration with other members of the campus community, the division provides educational opportunities, resources, and support to help each individual student reach their academic and personal goals. The Division supports student success by creating inclusive environments that address the social, emotional, physical, spiritual, professional and academic needs of all students in order to increase retention, academic progress and graduation rates.

What Your Key Responsibilities Will Be

Executive Level Support
  • Coordinates and maintains the VCSA's and Senior Advisor's calendar. This includes setting up leadership-level meetings for multiple attendees, securing conference rooms, and organizing general calendar workflow and determining priorities for calendaring, ensuring that all materials needed for appointments/meetings are ready and available in a timely fashion.
  • Serves as the lead assistant with other professional/administrative assistants in the division, including leading training for assistants in VCSA office and creating and leading a training for new assistants in the division.
  • Coordinates travel arrangements in consultation with Business Services and prepares reimbursements for the VCSA and the Senior Advisor.
  • Anticipates the needs within the VCSA; including time management and prioritization, meeting preparation, logistical response to unanticipated events, and exercises independent judgment to solve problems.
  • Meets with the VCSA directly to explore new initiatives and collaborate with the Senior Advisor and others to implement.
  • Takes initiative to identify effective solutions and fully completes resolutions to the highest standards.
  • Manages a system of follow-up with individuals and groups to ensure appropriate resolution of issues.
  • Ensures meetings and events involving the VCSA are implemented at the highest level. Anticipates needs and prepares materials well in advance.
  • Provides logistical and strategic support for the arrangement, coordination and dissemination of minutes and action items from meetings.
Administrative Management
  • Creates and revises VCSA administrative policies and procedures to ensure consistency.
  • Analyzes internal administrative procedures, policies and processes; recommend and implement procedural or policy changes to improve administrative office management operations.
  • Maintains a list of regularly scheduled activities and goals and proactively works to make the VCSA successful in meeting the needs of those activities
  • Coordinates Division, university, professional association and community events related to work of the VCSA and Students Affairs, research and book locations, coordinate agendas, managing participant registration and participation, provide day of logistical coordination.
  • Maintains rosters for various Division teams and Groups; reviews membership and criteria with direction from VCSA executive team members.
  • Creates and maintains central tracking systems for VCSA events, staff retreats, and large scale meetings, conferences and professional development activities, and make scheduling and logistical recommendations based on this information.
  • Serves as logistical coordinator for leadership –level job searches, arrange candidate interviews, manages travel and reimbursements, invite appropriate Division staff and campus partner participation, collect and synthesize feedback.
  • Provides administrative and logistical leadership for regularly occurring Division events and meetings (Town Halls, Student Experience Team, Leadership & Innovation Team, Staff Awards & Recognition, retreats, etc.).
  • Tracks requests for Division and executive team staff to serve on committees, give presentations, provide input or recommendations on policies or legislation, and related requests; works with VCSA to appropriately delegate and respond. Follows up to ensure keeping a tight loop.
  • Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of the VCSA.
  • Responsible for standard communication pieces in times of student crises with direction from senior leadership.
Division Projects and Events
  • Assists VCSA staff with special initiatives and projects, one-time conferences and events, compiling data to meet campus or System requests, organizational restructures, consultants, and related projects.
  • Fosters productive working relationships with academic and administrative leaders and their staff.
Supervise Student Employees
  • Responsible for hiring, training, evaluation and scheduling student employees for the VCSA office.
  • Ensures appropriate coverage for the office with student employees.
  • Mentors and trains student employees to enhance skills of students while ensuring the VCSA office runs smoothly.
  • Conducts routine check in meetings with students as needed.

What You Should Know
  • Hours may fluctuate based upon work priorities and demands of meetings and special events. Primary work hours are 8:00 AM - 5:00 PM during the academic year and modified hours as appropriate during the summer at 7:30 AM - 4:30 PM (upon approval).
  • Some weekend and after hours work is required to ensure to support the VCSA in routine and urgent needs that may arise.
  • Current modalities include some days in-person and some days working remotely. These are up to the discretion of the supervisor and may be modified at any point in time.

What We Can Offer
  • The salary range for this position is $70,000 to $72,800 annually. Onboarding assistance is available within Student Affairs division guidelines.
Our outstanding benefits include:
  • Paid days off: 22 vacation days, 15 sick leave days and 11 holidays per year.
  • Access to medical, vision, dental and life insurance.
  • Tuition reimbursement.
  • A 10% employer contribution retirement plan.
  • EcoPass for free RTD rides.
  • Opportunity for career growth within the division of student affairs and the CU Boulder campus!

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .
Be Statements

Be collaborative. Be inclusive. Be Boulder.
What We Require
  • Bachelor's degree or equivalent combination of experience and education may substitute for the degree on a year for year basis.
  • 3-years of experience directly related to the responsibilities of the position.

What You Will Need
  • Experience with independent problem solving.
  • High level of discretion, judgment, and confidentiality exercised in the role.
  • Ability to work effectively in a demanding environment, balancing multiple priorities and meeting goals.
  • Ability to work independently and take initiative to anticipate and address potential problems.
  • Ability to quickly assess a situation and initiate an appropriate action or response.
  • High level of attention to detail and organizational skills.
  • Strong professional written and verbal communication skills, including ability to appropriately tailor communication methods based on audience.
  • Technical proficiency in MS Word, Excel and PowerPoint.
  • Ability to support individuals with various working styles.

What We Would Like You to Have
  • Graduate coursework or master's degree in higher education, student affairs, public administration, or a related field.
  • Experience working in Student Affairs.
  • Experience supporting senior level leaders or teams.
  • Experience working in a college or university setting.

Special Instructions

To apply, please submit the following materials:

  1. A current resume.
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.


We may request references at a later time.

Please apply by April 28, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs .

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu


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