Executive Assistant

Job Summary

The Executive Assistant is responsible for a broad range of professional-level functions at the executive level in the University Memorial Center (UMC). This position coordinates administrative functions between the Executive Administration of the UMC and the university, and has responsibility in directing administrative functions and planning for the UMC Director as well as for the Associate and Assistant UMC Directors. Working with independence and initiative, the individual is essential to ensuring the UMC Director is organized and prepared each day for their role. It's essential the executive assistant maintains accurate and up-to-date schedules, calendars, notes, and travel arrangements. This position will coordinate calendars and schedules, exercising a high level of reliability, communication skills, discretion, and judgment. This position will also help with scheduling rooms and completing other administrative duties as necessary.

This role coordinates the administrative and communication functions of the UMC Joint Board, CUSG’s governing board for the UMC. The position is also responsible for the research and writing to document the UMC's history, assists with annual report writing, and coordinates communication with UMC’s Leadership Team and Extended Leadership Team and with UMC units and tenants. This position exercises initiative to achieve the strategic goals and objectives of the UMC and of the Division of Student Affairs strategic objectives as they apply to the UMC. The position actively supports the administrative functions for construction projects in the UMC, in support of the UMC's Assistant Director For Facilities. This position requires a significant level of knowledge of and experience with university policies and procedures and the ability to work effectively with UMC building vendors and tenants, campus partners, students, and community members. This position may include supervision and coordination of student employees.
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 University Memorial Center is the heart of campus at CU Boulder. As the student union, we have 10,500 people through the building each day of the academic year, provide office space for a variety of Student Affairs departments, and offer to host a variety of meetings, workshops, events, programs, conferences, dining options, and the CU Book Store. We are looking for someone who thrives in a dynamic environment, enjoys working with and facilitating training for students and staff, and excels at leading and facilitating project teams.

What Your Key Responsibilities Will Be

Executive Level Support:

• Serve as the principle administrative contact and liaison between the UMC executive administration office, the university, and external constituents.
• Coordinate and maintains complex calendars for UMC Director and executive staff. 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.
• Gather and analyze data and information concerning projects and situations and at own discretion makes decisions and appropriate recommendations to ensure matters are addressed and kept on target.
• Attend UMC Leadership Team (LT) and Extended Leadership Team (ELT) meetings as administrative support; prepares agendas and minutes. Maintain running list of action items and decisions and follows up with directors on timelines. Serve as administrative support of LT and contributes to leaderships meetings, construction planning, critical incident response, and strategic planning.
• Ensure meetings and events involving the AVCs are executed at the highest level. Anticipate needs and prepare materials well in advance.
• Responsible for daily decision-making and problem resolution in executive administration office and will make decisions independently to reflect the best interest of office and UMC.
• Ensure Director and senior level staff are informed of developing and ongoing issues and prioritize business which requires their action and attention.
• Arrange travel for Director, all UMC staff, and all staff in the cost centers supported by the UMC (CSI, SLS, OCH&NR, CUSG, E-Center, and VRC). Stay current with travel policies and provides guidance on appropriate practices. Reconcile travel expenses with Concur Expense System for the aforementioned entities as well as for students traveling with the VRC's Alternative Spring Break program.
• Write and edits communication and correspondence.
• Represent and work effectively with all internal and external customers of the UMC by phone, email, and in-person.
• Execute daily independent decision-making on matters that arise and cannot be immediately addressed by the Director, including referrals.

Administrative Management:

• Assist with presentation preparation and responsible for meeting logistics, including room scheduling, AV, copies of materials, etc.
• Assist with major department events, including monthly all-UMC staff meetings, building dedications and construction, and staff appreciation.
• Coordinate functionality of UMC Executive Administrative Office, including office coverage.
• Serve as a resource to UMC staff for purchasing items to work needs.
• Consistently order and inventory office supplies for the UMC Administrative Office and other units in the facility. Manage the copy machine supplies, upkeep, and repair.
• Oversee the employee breakroom to ensure it is clean, welcoming, and has updated employee information.
• Order, organize, and distribute staff apparel for all units. This includes gathering staff information and feedback, coordinating distribution, and following procurement guidelines.
• Manage office and access keys for building, including all UMC units, tenants, and other vendors.
• Serve as a liaison for campus department communication and coordination, as needed (ex., Parking, etc).
• Create and revise administrative policies and procedures to ensure consistency.
• Analyze internal administrative procedures, policies, and processes; recommend and implement procedural or policy changes to improve administrative office management operations.

Special Projects:

• Serve as administrative support and an integral player in the UMC re-keying project. This is a multi-year, multi-phase project to re-key the entire facility. This role will coordinate communications with building users, track key needs, provide current information to the project team, and more.
• Coordinate events, meetings, and workshops with the UMC and other university departments and external professional organizations.
• Serve as logistical coordinator for job searches, arrange candidate interviews, manages travel and reimbursements, invite appropriate UMC staff and campus partner participation, collect and synthesize feedback.
• Outreach to student unions and professional organizations when needed to assist with reports, long-term planning, benchmarking, etc.
• Develop reports and assists with budget development for new projects.
• Researches best practices, benchmarks, and trends at peer campuses’ student unions and summarizes findings into actionable items and recommendations.
• Support the coordination of the UMC annual report including data collection and synthesis and identification of trends and recommendations. Prepare report for distribution to UMC staff, university, and public.
• Assist with special initiatives and projects, such as coordination of office moves and renovations, one-time conferences, and events, compiling data to meet campus or System requests, organizational restructures, consultants, and related projects.

UMC Board and CU Student Government Support:

• Coordinate logistics for UMC Board meetings, committee meetings, and related administrative support.
• Remain current on all CUSG legislative changes and serves as liaison to full-time staff in CUSG. Ensures UMC senior leadership is aware of new and changing legislation that affects the UMC and its operations and budget.
• Collect, track, and manage all historic and current CUSG legislation impacting the UMC.

Supervision:

• Responsible for recruiting, interviewing, hiring, scheduling, training, supervising, and evaluating student employees working in Executive Administration.

What You Should Know

• All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement.
• New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
• We anticipate that this position will support a hybrid format (remote and in-person work).
  

What We Can Offer

• The salary range for this position is $48,000-$54,000. Onboarding assistance is available within Student Affairs division guidelines.

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 groundbreaking. Be Boulder.

What We Require

• Bachelor’s Degree. Equivalent combination of education and experience may substitute on a year for year basis.

What You Will Need

• High level of discretion, judgment, and confidentiality exercised in the role.
• Demonstrated ability to effectively manage an executive’s calendar.
• Excellent organization and project management skill.
• Demonstrated ability to analyze data, think critically, summarize, identify actionable and supported recommendations, and problem-solve independently.
• Ability to work effectively in a demanding environment, balancing multiple priorities and meeting deadlines.
• 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.
• Demonstrated skill in MS Word, Excel and PowerPoint.
• Ability to support individuals with various working styles.

What We Would Like You To Have

• Graduate coursework or degree in higher education, student affairs, public administration, or a related field.
• Five years clerical/administrative assistant experience.
• Ability to provide high-level of customer service in an environment serving diverse customer and employee base.
• Ability to provide and contribute to a welcoming and inclusive environment.
• Demonstrated ability to handle confidential and difficult situations with sensitivity, confidentiality, and discretion.
• High level of familiarity and experience with student unions and auxiliary services and their operations and personnel.
• Experience analyzing research and data reports and developing written summaries.
• Experience with Concur Expense System.

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 January 17, 2022 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