Executive Assistant - Office of Outreach & Engagement

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you'll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado's system administration includes 19 units that provide essential services to CU's campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you're passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

The Office of Outreach & Engagement was created in 2019 and exists within the Department of Government Relations, Outreach & Engagement. The Office of Outreach & Engagement leads outreach and engagement on behalf of the president's office and the Board of Regents with key audiences across the state. The office supports the university's strategic priorities that include partnerships; community connections; programs that meet community needs; enrollment that reflects the diversity of Colorado; research collaborations with the campuses; experiential and employment opportunities for students/new alumni; and local level advocacy for CU's public policy priorities.

The Executive Assistant - Office of Outreach & Engagement is responsible for providing administrative and clerical support for the Office of Engagement, primarily for the Assistant Vice President of Engagement, and including other team members. The position serves as the office manager and is charged with establishing and maintaining positive working relationships with internal and external constituencies. The Executive Assistant serves as the interface with other System Administration offices and campuses in order to manage multiple, complex, time-sensitive and subject-sensitive projects and tasks. This position often acts as a first point of contact and must appropriately assess and route inquiries from varying campuses, departments, and external stakeholders. The Executive Assistant is also responsible for occasional event support and activities outside regular business hours.

This position reports to the Vice President of Outreach & Engagement and is exempt from the State of Colorado Classification system.

Where You Will Work:

Applicants must be Colorado residents or able to relocate to Colorado within a month of starting employment with University of Colorado System Administration.

This role is eligible for a hybrid schedule, working 2 days from home and 3 days in the office at 1800 Grant St, Denver, CO.

Please note, leadership may adjust in-office work requirements with a minimum of three months' notice before any change can be implemented.

Equal Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Duties and Responsibilities:

Duties and responsibilities of the position include, but are not limited to:

Support for the Vice President of Outreach & Engagement (VPOE)

• Coordinating and managing assignments from the VPOE
• Maintaining the VPOE's calendar and scheduling appointments and meetings
• Managing the VPOE's travel schedule and coordination through Concur
• Providing administrative support for meetings, which may include:
  • Preparing meeting agendas
  • Scheduling appropriate meeting space and communication equipment
  • Ordering catering when necessary
  • Completing meeting notes
  • Ensuring appropriate communications and follow up
• Preparing monthly expense reports for purposes of reimbursement to the VPOE
• Assisting with other duties as assigned

Support for the Office of Engagement

• Assisting the VPOE in tracking the annual team budget
• Facilitating and processing office purchases and other financial transactions in accordance with established procedures and required authorizations
• Managing the office's administrative operations, which includes:
  • Maintaining professional memberships
  • Keeping online subscriptions current
  • Managing external inquiries on a case-by-case basis
  • Managing the office's human resources coordination
• Aiding in the tracking of engagement work within a customer relations management (CRM) platform
• Aiding in the tracking and ordering of university collateral and promotional items
• Creating and disseminating data, documents, calendars, correspondence, and other information as needed to the office's internal and external constituencies on behalf of the VPOE and team
• Producing varying documents, including correspondence, reports, presentations, and spreadsheets utilizing Microsoft Office suite and Adobe
• Assisting with other duties, including special projects/tasks, as assigned

External Outreach & Engagement

• Supporting the VPOE and team to execute statewide outreach tours including:
  • Assisting with tour itineraries and materials
  • Assisting with preparation of university collateral and promotional items that will be distributed
  • Assisting with site selection of community events and making venue reservations
  • Producing community event promotional materials
  • Completing travel logistics (e.g., rental car and airplane reservations, hotel reservations, meal reservations, etc.)
  • Submitting invoices for payment from vendors on the tours
• Assisting on updates to the team's website

Internal University Engagement

• Coordinating meetings with internal CU stakeholders, including from campuses
• Assisting the VPOE in identifying and facilitating on-campus visits with campus leadership, faculty and staff to broaden understanding of university programs
  

What We Offer:

Salary: The anticipated hiring range has been established at $70,000-$75,000.

CU System Administration takes into consideration a combination of the selected candidate's education, training and experience as it relates to the position, as well as the position's scope and complexity, internal pay equity and external market value when determining a salary level for potential new employees.

Benefits: With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.

• Disability, Life, Vision Insurance options.

• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.

• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.

• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.

• 6 weeks of parental leave to adjust to the joys of parenthood.

• A tuition benefit program for you and/or your dependents.

• Free RTD EcoPass and free onsite parking at our 1800 Grant Street Office.

• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)

Qualifications:

Minimum Qualifications:

Please include all relevant experience in your resume to be accurately assessed against these qualifications. You must meet all minimum requirements at the time of application to be considered for this role.

• Bachelor's degree from an accredited institution of higher education, or equivalent professional experience (professional or military experience may be substituted for the educational requirement on a year-for-year basis)
• Four (4) years' professional experience providing administrative support to a department and a director or executive, which also includes:
  • Scheduling and coordinating meetings, travel, conferences, or other related events on behalf of a director or executive
  • Preparing complex and/or confidential reports, correspondence, presentations, and/or related materials
• Position will be required to work after hours and/or on-call, as needed
• In-state travel as required
  

Preferred Qualifications:

• Six (6) years' professional experience providing administrative support, as indicated above

• Prior work experience at the university, including knowledge of the business, organizational structure, and functions of the University of Colorado

• Demonstrated experience using the university's expense reporting system

• Experience working with Concur

Knowledge, Skills, and Abilities:

To be successful in this position, candidates will need the following:

• Knowledge of executive level support best practices
• Knowledge of office management principles and best practices
• Knowledge of basic artificial intelligence (AI) skills, including understanding of how it works, how to write effective AI prompts, and how to utilize AI safely and responsibly
• Ability to learn different types of software for CRM usage and basic website maintenance
• Ability to establish and maintain positive working relationships
• Strong collaboration skills, including the ability to work with others from different areas, ages, cultures and backgrounds to reach a common goal
• Strong organizational skills, including the ability to set priorities and meet multiple goals and deadlines
• Excellent verbal and written communications skills, including proficient grammar, punctuation and formatting skills
• Excellent listening skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
• Ability to manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
• Ability to prioritize work and stay on task when completing special projects and daily assignments
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to self-start and take initiative in completing daily tasks and special projects
• Ability to focus on activities that have the greatest impact on meeting work commitments
• Ability to exercise sound judgment regarding confidential and sensitive information
• Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.)

How to Apply:

For full consideration, please attach the following as separate documents to your application:

1. A cover letter identifying the job specific minimum qualifications you possess and interest in the position.
2. A resume including all relevant experience to be accurately assessed against the qualifications listed in the posting.

Please ensure you check the "Job Specific Attachments" box next to each document on the "Required Documents" page of the application for the appropriate documents to be attached.

Per the Colorado Job Application Fairness Act, you are not required to provide your date of birth, dates of school attendance, or dates of graduation on your resume or cover letter. If an application requires additional materials, such as a transcript or certification, you may redact identifying information relating to your date or birth, dates of school attendance, or dates of graduation.

When to Apply:

For full consideration completed applications must be submitted by Tuesday, October 13th. Reference checking is a standard step in our hiring process. You may be asked to provide contact information, including email addresses and phone numbers, for up to five references as part of the search process for this position.

*Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered. *

Sponsorship Statement:

We are unable to sponsor applicants for work visas for this position.

Background Check Statement:

The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history. The Immigration Reform and Control Act requires that a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment.

ADA Statement:

We are committed 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. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: systemhr@cu.edu.