Executive Assistant

Description* Applications are accepted electronically ONLY at www.cu.edu/cu-careers * University of Colorado Anschutz Medical Campus Office of the Executive Vice Chancellor for Administration and Finance Executive Assistant Position #00607372 – Requisition #19663The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.Executive Vice Chancellor’s Office has an opening for a full-time University Staff (unclassified) Executive Assistant position.The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.The Executive Assistant to the Executive Vice Chancellor of Administration and Finance (EVCAF) and Chief Financial Officer located at the University of Colorado Anschutz Medical Campus, provides high-level, confidential support which requires knowledgeable discretion and insightful judgment, attention to detail, grace under pressure, and the ability to multi-task, prioritize, exercise appropriate initiative, and once acclimated, will work with significant independence within the scope of the position. The position must establish and maintain a positive professional and effective working relationship within the campus with officers, executives and staff within the University, and externally with members of the community (visitors) and other stakeholders. This position is responsible for heavy calendar management, prioritization of daily appointments and organizing complex, time-sensitive meetings with internal and external executives. The EVCAF oversees units with personnel on both the Denver and Anschutz campuses.Additionally, this position may provide some general administrative support to the EVCAF’s officer and executive direct reports at times as needed, and is responsible for shared planning, organizing and executing official functions and events. Nature of WorkThis executive assistant to the Executive Vice Chancellor of Administration and Finance (EVCAF) and Chief Financial Officer located at the University of Colorado Anschutz Medical Campus, provides high-level, confidential support which requires knowledgeable discretion and insightful judgment, attention to detail, grace under pressure, and the ability to multi-task, prioritize, exercise appropriate initiative, and once acclimated, will work with significant independence within the scope of the position.. The position must establish and maintain a positive professional and effective working relationship within the campus with officers, executives and staff within the University, and externally with members of the community (visitors) and other stakeholders. This position is responsible for heavy calendar management, prioritization of daily appointments and organizing complex, time-sensitive meetings with internal and external executives. The EVCAF oversees units with personnel on both the Denver and Anschutz campuses.Additionally, this position may provide some general administrative support to the EVCAF’s officer and executive direct reports at times as needed, and is responsible for shared planning, organizing and executing official functions and events. This position and executive assistant PN #00607372 cover for each other as needed and appropriate.Examples of Work Performed with Percentages:Schedules Daily Activities for the EVCAF –70%

Provide primary administrative and calendar management support to the EVCAF, responding to all requests in a timely manner.Gather background information and organize materials in advance in preparation of the EVCAF’s daily appointments and periodic meetingsDevelop and maintain a broad knowledge of the external groups and individuals with whom the EVCAF regularly interacts and serve as liaison to these groups and individuals as needed.Coordinate and prioritize a high volume of meetings requests based on knowledge of relationships with various stakeholders and the EVCAF’s strategic initiatives—handling sensitive meeting requests with discretion.Plan and organize meetings, negotiate meeting patterns, reserve locations, order refreshments, prepare meeting materials, and record, transcribe and disseminate meeting minutes as requested; provide timely notification of changes to meeting times, dates or locations.Coordinate agendas as needed.Update and maintain a calendar of events that require the EVCAF’s attendance.

General Administrative Support – 11%

Attend open forums and training sessions as needed to stay abreast of University and campus-wide policies, processes and procedures that could potentially affect operations of the EVCAF office.Record, transcribe, and disseminate staff meetings minutes as needed.Co-management of two conference room calendars.Update and maintain the office desk manual as needed.Perform general record keeping and organization of paper-based and electronic filing systems, maintaining accuracy and ensuring compliance with respect to the archiving and destruction of records.Assist the executive team with special projects and perform other related work as assigned and/or required by the nature and scope of the position.

Other Activities as Requested or Required: 10%

Assist with special projects and assignments, which include gathering data, organizing materials, consulting with information sources, generating reports, drafting summaries, coordinating program and accreditation reviews, and various other activities as assigned by the EVCAF.Process and route letters and documents for the EVCAF’s signature in a timely manner.Coordinate the annual evaluations for the EVCAF’s direct reports.Compose, edit or proofread correspondence for the EVCAF, including thank you, acknowledgement, and congratulatory letters, and conduct quality checks of materials prepared by others for the EVCAF’s review or signature as requested.Other duties as assigned.

Purchasing, Procurement and Travel – 6%

Provide fiscal support for the EVCAF’s office through the procurement of products and services as needed.Process payment vouchers, travel authorizations and expense reimbursements as needed.Provide secondary support of the EVCAF’s travel schedule including conference bookings, airfare and hotel accommodations, ensuring that the EVCAF’s travel is well-organized and optimizes time and trip effectiveness; generate travel expense reports.Prepare and submit monthly expense reports on behalf of the EVCAF as needed.

Event Planning and Coordination – 3%

As-needed planning, coordination and execution of both on- and off-campus events and official functions on behalf of the EVCAF, ensuring room reservations/setup/configuration (i.e., audiovisual and computer equipment, seating, etc.) and all necessary paperwork is completed in advance of events.

Professional FieldExecutive C-Suite Office SupportSupervision ReceivedSupervised and evaluated by, receives direction and guidance from, and reports to the EVCAF (PN#00604798). The hiring salary for this position is commensurate with skills and experience. Supervision ExercisedThis position does not exercise direct, formal supervision over any other employees.Salary and Benefits:The salary range (or the hiring range) for this position has been established at $48,786 to $70,000 and is commensurate with skills and experience.Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line. Benefits: https://www.cu.edu/employee-services/benefitsTotal Compensation Calculator: http://www.cu.edu/node/153125Diversity and Equity:The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu.The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.Application Deadline:Applications are accepted electronically ONLY at www.cu.edu/cu-careersApplications will be accepted until finalists are identified, but preferences will be given to complete applications received by December 5, 2020. Those who do not apply by this date may or may not be considered.Required Application Materials: To apply, please visit: http://www.cu.edu/cu-careers and attach:

A letter of application which specifically addresses the job