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Executive Assistant to the Vice Chancellor of Advancement

Employer
University of Colorado Boulder
Location
Colorado, United States
Salary
Salary Not Specified
Posted date
Oct 15, 2021

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Position Type
Administrative, Business & Administrative Affairs, Development & Advancement, Alumni Affairs, Conference & Special Event Administration, Student Affairs, Other Student Affairs, Executive, Other Executive
Employment Level
Administrative
Salary Band
Not specified
Employment Type
Full Time
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Job Summary

The University of Colorado Boulder Advancement team encourages applications for an Executive Assistant to the Vice Chancellor for Advancement! This position is a high-level, confidential assistant who provides professional administrative support to the Vice Chancellor and Associate Vice Chancellor. This position functions with a great deal of independence and initiative and must establish and maintain effective working relationships within the Office of the Chancellor, Cabinet Members, campus leadership, the University System and Boulder Advancement units.
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 Office of Advancement is a professional and hard-working advancement team that generates philanthropic support and overall external engagement for the University. Through these philanthropic and engagement efforts, the University is able to attract the brightest students, support and grow our hardworking faculty and strengthen our overall academic and co-curricular programs as we build a foundation of excellence for the future.

What Your Key Responsibilities Will Be

Administrative Leadership Support
  • Handles highly sensitive and confidential materials without risk of disclosure.
  • Reviews the VC’s email for items requiring action or response and/or follow-up.
  • Maintains action and meeting topic logs.
  • Meets daily with VC to review calendar and upcoming meetings, ensuring timely preparation.
  • Maintains a list of recurring (yearly/quarterly, etc.) activities and deadlines, and proactively works to make the VC’s office successful in meeting the needs of those activities.
  • Works with AVC to plan agendas and execution of departmental meetings.
  • Copy edits, reviews and distributes meeting materials under direction of the VC.
  • Reviews and approves staff leave requests and monthly timesheets in MyLeave.
  • Collaborates closely with Advancement leadership team.

Meeting and Event Management
  • Assists the Vice Chancellor (VC) and Associate Vice Chancellor (AVC) in scheduling and preparing for internal and external meetings, system meetings, and donor meetings. Tasks include scheduling rooms, ensuring clarity of the agenda and reviewing relevant previous action items and decisions.
  • Ensure briefings for donor meetings are prepared in a timely manner.
  • Keeps track of and advises VC of meeting attendees.
  • Solicits, sets and enforces deadlines for meeting materials from others with sufficient time for VC to review and prepare for meetings.
  • Schedules and manages meeting invitations, Zoom reservations, room reservations, logistics and catering, as appropriate.
  • Handles and arranges complex and high frequency travel schedule ensuring travel is as efficient and direct as possible.
  • Ensures that meetings are well-planned to enhance the VC and AVC’s effectiveness.
  • Ensures that meeting participants are appropriately prepared for meetings.
  • Provides follow-up with meeting participants on behalf of the VC and AVC.
  • Plans and executes All Staff meetings, staff retreats, and employee appreciation events.
  • Works closely with Donor Relations, President’s Office and Athletics relative to CU Buffs football tickets/suite invitations.
  • Ensures that travel to away football games is well-coordinated and air/hotel reservations are made at the earliest opportunity.
  • Primary point of coordination between CU Foundation and Boulder Advancement to ensure that planning for the Fall Trustee Meeting begins early in the year and ongoing progress is made.
  • Ability to navigate A/V for meetings.

Office Management
  • Promotes a positive, welcoming, service focused culture in Office of the Vice Chancellor.
  • Builds relationships with Advancement team members (Boulder and system-wide).
  • Works with the leadership team to ensure appropriate execution of critical initiatives.
  • Acts as a point of coordination on behalf of VC in ensuring that momentum is maintained once projects are initiated.
  • Ensures adherence to all CU policies.
  • Hires and supervises student assistants.
  • Participates in or selects an alternate to participate in the working group selecting Employees of the Year on behalf of the Chancellor.
  • Phone liaison for Office of Advancement.
  • Oversees processing of gifts for courier pickup for CU Foundation.
  • Orders or assigns task for office supply orders, staying within budget.

Data Support
  • Provides donor database support and basic reports for the VC and AVC.


What You Should Know

We anticipate that this position will support a hybrid format (a mix of in person and remote work).

What We Can Offer

The salary range is $50,000- $60,000 annually.

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 impactful. Be professional. Be Boulder.

What We Require

  • High School Diploma, GED, or equivalent combination of years of experience will substitute.
  • A minimum of 5 years administrative experience; non-profit, events and development/fundraising experience.


What You Will Need

  • Ability to establish and maintain effective working relationships with employees at all levels.
  • Outstanding customer service skills.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.
  • Expert ability to manage multiple tasks simultaneously and adapt to changing priorities.
  • Solid knowledge of general office procedures, protocol, and professionalism.
  • Ability to work independently and successfully with reliable professional judgment.
  • Creative problem solver.
  • Ability to balance many priorities, sometimes with tight deadlines.
  • Strong technology skills is a plus factor.


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 October 28, 2021 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs .

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu


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