(Auraria) Executive Assistant

(Auraria) Executive Assistant Print ( Apply (Auraria) Executive Assistant Salary $60,000.00 - $70,000.00 Annually Location Denver, CO Job Type Full Time Job Number AHEC-4256-10.2024 Department Auraria Higher Education Center Division Auraria Business Services Division Opening Date 10/07/2024 Closing Date 10/14/2024 11:59 PM Mountain FLSA Determined by Position Primary Physical Work Address 900 Auraria Parkway Denver, CO 80204 FLSA Status Exempt; position is not eligible for overtime compensation. Department Contact Information Mary Kate Schwien - Type of Announcement This announcement is not governed by the selection processes of the classified personnel system. Applications will be considered from residents and non-residents of Colorado. How To Apply Please submit an online application for this position at Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed. Description Benefits Questions Department Information Who we are: Welcome to the Auraria Higher Education Center (AHEC) located in the Platte River Valley in downtown Denver. AHEC is the service provider for 38,000 students and approximately 5000 faculty and staff working at and attending the Community College of Denver, Metropolitan State University of Denver,and theUniversity of Colorado Denver. To learn more about the Auraria Campus, please visit: Auraria employees enjoy an excellent benefits package which includes paid vacation, holidays, and sick leave, discounted RTD Eco-Pass, BenefitHub (medical, dental, disability, life), and outstanding retirement plan. Learn more through this link: Non-Classified Benefits Package (. So, if you're interested in a great job working alongside great people, this may be the opportunity for which you've been waiting. Description of Job Job Family & Summary:Job Summary: Auraria Campus is seeking a consummate professional with proven experience in an Executive Assistant role who is committed to carrying out their duties with the utmost professionalism, confidentiality, and skill. The Executive Assistant will provide comprehensive administrative support to the Chief Executive Officer and other executives on the Senior Leadership Team, and perform Executive Office duties, which include providing services for multiple agency departments such as, Strategy, Operations and Facilities, Campus Planning, Marketing & Communications, and other Executive Programs. As part of the executive level staff, the position assumes responsibility for a variety of high-level assignments, including oversight of special projects, board work, reports, and or research initiatives. Reporting directly to the Chief Executive Officer, the Executive Assistant requires excellent judgment, a keen sense of tact and diplomacy, and the discretion necessary to handle confidential and sensitive materials. Hours of Work:This position is Non-Classified and Administrative Exempt. Typical work hours are 8:00 am - 6:00 pm Monday - Thursday, 8:00 am - 3:00 pm on Fridays with a potential option for two work from home days per month. The individual selected can expect that work will be performed in our business offices, and that extended hours of work may occur based on business needs. This position requires, strong organizational skills; attention to detail and accuracy; effective and professional communication skills (oral and written); excellent editing and proofreading skills; proven comfort and proficiency with technology; flexibility; a strong work ethic; dependability; a demonstrated ability to take initiative in anticipating, organizing and planning for cyclical future needs and tasks; discernment along with critical thinking skills, and a high level of professionalism with the ability to communicate clearly and tactfully, projecting a helpful, positive impression even when under pressure or stress. Personal growth and professional development are integral to the job-you will develop a strong sense of ownership over your projects and responsibilities, in addition to taking on new ones over time. A successful Executive Assistant balances these responsibilities through perseverance, excellent time management skills, and a strong commitment to 'doing the job right' with an eye towards long-term impact. Essential Job Functions Executive Assistance: Coordinate all day-to-day administrative responsibilities for the CEO, proactively working in advance, including scheduling and coordinating meetings and events, answering phone calls, reviewing, prioritizing and responding to email (critical daily task), scheduling rooms, and taking meeting minutes. Calendar management for the CEO and Chief of Staff, along with senior leadership meetings. Prepare daily calendar with appropriate briefing materials for the CEO. Keep CEO informed of all changes; produce agendas, prepare and review materials. Schedule and prepare agendas for recurring meetings, i.e., Senior Leadership Team meetings. Administrative support for the Executive Office, Senior Leadership Team, and assigned committees, examples include, but may change: Auraria Executive Committee (AEC) Secretary with scheduling, recording, project management via action item follow up, writing/editing minutes, etc. Auraria Board of Directors (ABOD) Secretary with scheduling, recording, writing/editing minutes, etc. Serve as the paymaster for multiple departments (training provided), coordinating necessary HR documents and related tasks. Serve as the Executive Office's payment reallocation coordinator; allocating charges to the appropriate accounts and reconciling p-card purchases as required. Approve PR/POs for the Executive Office. Work directly with the Chief of Staff to facilitate all documentation and presentation materials for critical committee and board meetings, and ensure activities are well coordinated in advance. Oversee the administrative staff and student employees in the Executive Office. Additional Responsibilities: Continually build and maintain contacts in the CEO's Outlook. Review and prioritize all emails to keep CEO inbox organized. Draft emails, correspondence, and communications from the CEO on the CEO's behalf when appropriate. Build and maintain strong working relationships with the CEO, executive team, university partners, board members, and staff. Serve as the Executive Office resource for records, data, and other critical information, retrieving information and compiling data as requested. Assist with maintaining files and records related to the Auraria Board of Directors and other assigned committees in compliance with guideline requirements to ensure that information can be efficiently retrieved. Maintain office equipment and order office supplies; coordinate with part-time executive office staff. Provide department reception services, serving as the liaison for the Executive Office with internal and external customers. Act as a resource for general campus matters and referrals, providing expert guidance to other departments on issues associated with the Executive Office. Assist with special projects, as assigned. Update job knowledge by participating in educational opportunities, reading professional publications, etc. Create alerts as needed for news and information pertinent to the Auraria Campus, downtown Denver, and higher education initiatives. This description is a summary only and describes the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority. What we offer/Why join us: Salary: The salary range (or hiring range) for this position has been established at$60,000-$70,000/annually. The above salary range (or hiring range) represents Auraria Campus' good faith and reasonable estimate of the range of possible compensation at the time of posting. This position is not eligible for overtime compensation unless it is non-exempt. Your total compensation goes beyond the number on your paycheck. The Auraria Campus provides generous leave, health plans and retirement contributions that add to your bottom line. Benefits: Medical:Multiple plan options Dental and vision insurance Additional Insurance:Disability, Life Paid Time Off: Accruals over the year Vacation Days: 21 Sick Days: 15 Holiday Days: 11 Retirement PERA plan:Employer contributes 22% of your gross pay (with 5 year vested period) ECO Pass: RTD Bus and light rail service Additional Perks & Programs: Click here to access a few more Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Minimum Requirements: Bachelor's degree in business administration, communication, or a related field. Two - Five years of experience as an executive assistant or similar executive level support role. Preferred Qualifications: Master's degree Experience providing administrative support as a liaison to senior leadership and the Board of Directors of an organization. Knowledge, Skills, and Abilities: Prioritization and multitasking: Ability to establish priorities, work with minimal supervision, work well under pressure, work on numerous projects at once, and anticipate schedule demands to meet deadlines. Technical Proficiency: Specialized knowledge and skills should include proficiency with the Microsoft Office suite of applications (Word, PowerPoint, Excel, Access), e-mail (Outlook), web browsers (Explorer, Chrome), virtual platforms (Zoom, MS Teams). Adaptability: Ability to remain calm under tight deadlines and be flexible and open to frequent schedule changes that must be coordinated and accommodated. Effective Communication: Skilled and able to communicate in a positive and effective manner, across various modalities. Excellent written and oral communication skills. Interpersonal Skills: Outstanding interpersonal skills. Must demonstrate poise, tact, and diplomacy at all times and be able to interact successfully with board members, staff, and key stakeholders. Relationship Building: Proven experience in establishing and maintaining effective working relationships with a diverse population at all levels throughout the institution-and into the community. Problem- Solving: Ability to deliberately listen and communicate relevant information, anticipate problems, and offer suggestions for resolution. Required Application Materials: To apply, please visit: and attach: Cover letter detailing how your experience & education meet minimum and preferred qualifications. Resumedetailing a summary of relevant and applicable work history. Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references. Please do not submit any of your application material (via email) to the job posting contact. Application Deadline: Applications are accepted electronically at . Review of applications will begin after the priority deadline with preference given to completed applications received by October 14, 2024 Those who do not apply by October 14, 2024 may or may not be reviewed/considered. Supplemental Information Colorado Partnership for Quality Jobs and Services Act information: After careful review of this position and the duties that it performs, it has been designated in accordance with the Colorado Partnership for Quality Jobs and Services Act as a 'Not Covered' position, it does not fall in the category of employees that are eligible for representation by COWINS, also known as the union. To learn more about this designation please visit this link: Minimum Qualifications: Your application as submitted is used to determine if you meet Minimum Qualifications. Please read the Minimum Qualifications and ensure that information in your application 'draw correlations' to the Minimum Qualifications. Human Resources Analysts will not infer that you meet the Minimum Qualifications if information isn't detailed in your application. Years of experience will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be pro-rated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE=3 mos credit.) Commitment to Equity, Diversity and Inclusion: The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. The Auraria Campus is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Mary Kate Schwien How we boost belonging: The Auraria Campus Human Resources team aims to attract people with demonstrated dedication to creating an inclusive working environment. We value the ability to engage effectively with stakeholders of diverse backgrounds and are dedicated to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the 'Print' icon. 01 I understand the typical work hours are 8:00 am - 6:00 pm Monday - Thursday, 8:00 am - 3:00 pm on Fridays with a potential option for two work from home days per month, that work will be performed in our business offices, and extended hours of work may occur based on business needs. Yes No 02 Rules of Conduct and Ethical Principles: By submitting this application, applicant acknowledges that the holding of State employment is a public trust and that State employees shall carry out their duties for the benefit of the people of the State of Colorado. 24-18-103(1), C.R.S. Applicant warrants that they have read and understand the rules of conduct and the ethical principles for State employees as set forth in 24-18-104, 24-18-105, 24-18-108, and 24-18-201, C.R.S. Here is the link for the Colorado Revised Statutes: Conflict of Interest: A conflict of interest occurs when an individual or organization has a conflict between competing interests. By submitting this application, applicant hereby discloses the following personal or professional interests, obligations, commitments, or relationships (either personal or professional) that could create the perception of conflicts of interest with their duties at the Auraria Campus. Required Question Agency State of Colorado Address See the full announcement by clicking the 'Printer' icon located above the job title Location varies by announcement, Colorado, -- Website Apply Please verify your email addressVerify Email