Executive Assistant to the Provost - State of Colorado : Job Details

Department Information

The Office of the Provost and Vice President for Academic Affairs provides leadership and direction for all academic support programs to ensure the educational mission of the University is fulfilled. The Office of the Provost is responsible for ensuring academic programs are appropriate and provide leadership and direction on curriculum development, budgeting, and research activities. It is responsible for the recruitment and retention of faculty members to include matters related to evaluation, tenure, promotion and development. The Office of the Provost is also responsible for ensuring the quality of student learning and overall academic success by overseeing the curriculum, supporting student success, and leading new initiatives in higher education.

Description of Job

The Executive Assistant to the Provost provides sophisticated, professional level management and administrative support to the Provost and Executive Vice President for Academic Affairs. The Executive Assistant performs a variety of administrative tasks, accommodating shifting priorities in a highly charged environment, to facilitate Provost's ability to effectively lead the University. This position uses judgment in problem resolution, prioritization of issues and concerns directed to the Provost; researches and drafts communications on behalf of the Provost; uses discretion regarding disclosure and dissemination of sensitive information to internal and external constituents. The Executive Assistant is also responsible for staff and event coordination when necessary.

Primary Duties

Executive Assistance to the Provost

* Maintain the Provost's schedule and calendar in a workable manner reflecting priorities of the Provost;

* Review and prioritize Provost's email inbox for Provost's review and response.

* Represent the Provost to senior vice presidents, deans, and directors; serve as liaison for the Provost's office;

* Support and track Provost's priorities, projects and needs, both immediate and long-term; act as notetaker and track action items at various meetings;

* Process and archive documents reviewed/signed by Provost/Office of the Provost; to include vetting/proofing prior to sending to Provost, Associate Provost, Assistant Provost, Director of Business Operations; Ensure office documents are processed and tracked in a timely manner;

* Maintain confidentiality, exercise good judgment and act professionally, sensitively, and with a high level of discretion.

* Process Provost office requisitions and purchasing, including travel, and reimbursements;

* Review day-to-day operations, make recommendations on streamlining processes, compile and track follow-up.

Coordinate Academic Affairs Communication Efforts (mostly responding to email, phone calls, walk-ins):

* Manage the Provost's Office general email account and calendar, drafting communications and redirecting enquiries as appropriate, and manage the general Provost's Office phone line, disseminate calls as needed;

* Draft and prepare correspondences, memos, reports, newsletters, and other documents as needed;

* Draft speaking points and presentations for the Provost for internal meetings, board meetings, public programs, external speaking engagements, etc.;

* Liaise with Marketing Communications & Community Relations, to support for Academic Affairs-related communications and press reliefs;

* Collect and compile information, perform research, analyze, and present info;

* Review and update website as necessary.

Oversee Job Offer Process:

* Process and track current job offers through Filebound, routing as appropriate;

* Verify accuracy of information, including review of CV credentials for qualifications consistent w/ university hiring policies, request departmental corrections when needed;

* Communicate w/ job offer creators any changes/updates to job offer processes, pay rates, and HLC requirements;

* Ensure basic training on job offer process is provided as needed, including updates

Promote Efficiency of Administrative Activities throughout Academic Affairs:

* Provide administrative support to academic affairs leadership and guidance for administrative assistants;

* Implement and administer academic affairs policies and regulations (affecting faculty and students);

* Respond to questions and direct people to the appropriate resources;

* Provide functional supervision to student employees;

* Coordinate events for the Provost/Office of the Provost to include the full range of logistics including travel, reservations, audio-visual set-up and catering, meetings, agendas and documents, daily schedules, etc.;

* Co-coordinate events across campus

Ancillary Duties

Attend functions, serve on committees, and other duties as assigned.

Salary Range

$49,000-$62,000

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications

* Bachelor's degree in business management, communications, marketing, education or related field from a regionally accredited university

* Excellent written communication, organizational and problem-solving skills.

* Three years' experience in an administrative role

* Experience competently managing office communications and calendar scheduling.

* Experience developing effective working relationships with colleagues, superiors, subordinates, and the general public.

* Experience managing multiple projects to a timely conclusion in a fast-paced environment with competing time demands

* Experience conducting research, analyzing information, and preparing professional presentations, reports or publications.

* Experience working with and maintaining highly confidential information

* Experience in a position requiring proficient use of Microsoft Word, Excel, and PowerPoint

Preferred Qualifications

* Master's degree in business management, communications, marketing, education, or related field from a regionally accredited university

* Experience in an Academic Affairs setting.

* Commitment to the mission of a regional comprehensive university with a high level of diversity represented in its students, staff and faculty.

* Experience interpreting policies, procedures, and regulations

* Experience preparing presentations, speeches, and publications

* Experience dealing with challenging situations and complex sets of facts

* Knowledge of and experience with university finance policies

* Experience developing, maintaining and managing web pages.

Supplemental Information

All interested candidates must apply through the on-line application system. No other format of application materials will be accepted.

Applicants must attach the following documents, in order to be considered for this position:

* current resume or CV

* unofficial transcript

* cover letter describing how you meet the qualifications of the position

* three professional references either provided in the application or as an attachment - please note: personal references do not count towards this requirement

Applications submitted without the required attachment listed above will be considered incomplete and will not move forward in the selection process. Once submitted, applicants will not be able to make changes or add information to their application packet, with the exception of their personal contact and demographic information.

Early submission of application materials is encouraged. Screening of application materials will begin immediately; all application received by 5pm Thursday, October 10th, 2024, will receive full consideration.

About Colorado State University Pueblo

Colorado State University Pueblo is a comprehensive state university with an enrollment of 4,000 students. CSU Pueblo provides relevant professional coursework and superior instruction with a small student-to-faculty ratio for an ever-changing global economy. Students can choose from 38 undergraduate programs with 70 fields of study in the College of Science, Technology, Engineering and Mathematics; the Hasan School of Business, the College of Humanities, Arts and Social Sciences; and the College of Health, Education, and Nursing; and 15 graduate programs.

CSU Pueblo is dedicated to interdisciplinary learning and entrepreneurship that elevates our people and our community, creates educational opportunities, fosters unique collaborations, and supports inclusion, access, and affordability as a gateway to the world. CSU Pueblo is equally committed to serving the diverse population of the region; this emphasis is reflected in the demographic characteristics of the student body. Because more than 25 percent of our students are Hispanic, the Federal Government has designated CSU Pueblo a Hispanic Serving Institution. Besides reflecting our commitment to serve this critically important and rapidly growing segment of the student population, that designation also allows the University to compete for certain federal grant funds to support its ability to better serve all students.

Among its unique features, CSU Pueblo is one of seven schools in the nation to offer a degree in mechatronics, which combines electrical and mechanical engineering. The Hasan School of Business ranks among the top 15 percent of all business schools internationally with graduate and undergraduate programs in business administration accredited by the AACSB International Board of Directors. The College of STEM houses an undergraduate engineering program that was ranked in the nation's top 100 by U.S. News and World Report. CSU Pueblo has an ever-changing campus landscape that features a newly renovated Library, a new general academic classroom building, and a newly renovated and expanded student center.

At CSU Pueblo, Student Life offerings have increased significantly with the transition of the campus from a commuter environment to a more traditional collegiate experience. Competing at the NCAA Division II level, CSU Pueblo is a member of the Rocky Mountain Athletic Conference and offers 22 varsity intercollegiate sports and also has active intramural and club sports teams that allow students to get involved in campus life.

Colorado State University Pueblo offers a comprehensive benefits package including:

* Medical and prescription insurance

* Dental insurance

* Vision insurance

* Flexible benefit plan

* Basic term life insurance

* Voluntary term life and AD&D lnsurance

* Long-term disability insurance

* Employee assistance program

* Travel accident insurance

* Voluntary critical illness and accident insurance

* Annual and sick leave

* Retirement plans

* Employee and dependent tuition discounts

* State employee discounts via BenefitHub

Other incentives include various on-campus event, recreation, and meal discounts.

About Pueblo, Colorado

The city of Pueblo is a historically and culturally rich, diverse city of more than 100,000, located in the southern part of the state along the Arkansas River near the Wet Mountains and the majestic Sangre de Cristo range. Pueblo enjoys ideal year-round climate with four distinct mild seasons, crisp mountain air and 300+ days of sunshine per year. Pueblo attracts outdoor enthusiasts to a full slate of summer and winter recreational activities, encompassing water sports at Lake Pueblo, biking or running along Pueblo's beautiful river trail system, golfing, tennis, hiking or skiing in the mountains to the west. The region is heavily agricultural, with large and small-scale farming and ranching, and a diverse mix of service, manufacturing, and technology industries.

CSU Pueblo is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Background checks may include, but are not limited to, criminal history (felony and misdemeanor), national sex offender search, and/or motor vehicle history. Candidates who are extended an offer of employment must submit to and pass a background check prior to beginning employment. Some positions depending on the job duties may be required to complete a DMV and/or credit check.

The University reserves the right to check additional references, with prior notification given to the candidate.

Note:The successful candidate must provide official transcripts of academic work completed and, under U.S. Citizenship and Immigration Services regulations, be able to submit evidence of the ability to accept work in the U.S. by the day employment begins.

It is the policy of Colorado State University Pueblo to provide reasonable accommodations for employees and applicants with disabilities. If you need accommodations, please contact the Office of Human Resources& Institutional Equity at (719) ###-#### [email protected].

In compliance with the Clery Act of 1990, the University's annual security report is available at:

Colorado State University Pueblo is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status. Additionally, the University complies with all other relevant, federal, state, and local laws regarding employment practices.