Executive Assistant to the Vice President for University Operations/CFO - Tenders Global

Executive Assistant to the Vice President for University Operations/CFO

Colorado State University

tendersglobal.net


Posting Details
Posting Detail Information

Working Title Executive Assistant to the Vice President for University Operations/CFO
Position Location Fort Collins, CO
Is this position eligible for hybrid or remote work? No
Research Professional Position No
Posting Number 202202029AP
Position Type Admin Professional/ Research Professional
Classification Title Technical/Support III
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range $70,000-$85,000
Employee Benefits Colorado State University (CSU) is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ & https://hr.colostate.edu/prospective-employees/our-perks/ .
Desired Start Date 02/13/2023
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 01/16/2023
Description of Work Unit Colorado State University’s Division of University Operations serves the University through leadership in organizational development and sustainable resource management. The University Operations team utilizes the most efficient and innovative administrative practices while leveraging strategic partnerships with internal and external partners. The division plans and maintains the university’s buildings, grounds, and infrastructure through sustainable construction and renovations of existing buildings to support the university’s future growth. The budget and financial services teams coordinate and manage the university’s budget and financial processes supporting an operating budget of $1.3B and ensures that finite resources are deployed in an efficient, effective manner using sound financial practices. The members of the safety and risk services team promote safety on campus for our employees, students, and guests by assessing and mitigates risk to employees and students, including injury prevention and public safety services.
Founded in 1870, Colorado State University is among the nation’s leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
Position Summary The executive assistant is a full-time professional position reporting directly to the Vice President for University Operations/CFO (VPUO). This position provides executive-level administrative support to the VPUO/CFO including but not limited to calendar management and meeting logistics, meeting support, handling routine office expenditures, and project/initiative coordination and tracking. The executive assistant has primary responsibility to coordinate the schedule and key projects of the VPUO/CFO, provide all aspects of executive administrative support, attend meetings as requested, and take initiative to ensure that all details related to the VPUO/CFO strategic agenda are attended to in an efficient, organized, and timely manner, including tracking dates and action items, taking detailed notes, organizing project details, providing onsite technical support, and following up as needed with constituents. The position requires extensive coordination with the campus leadership, faculty, and staff, as well as the Office of the President’s team and the various executive assistants in the colleges and other academic and student affairs units.
Note to Applicants: This position has the ability to work a hybrid schedule (two days remote/three days in office) upon 6 months full time work in person. 
Required Job Qualifications
  • High School Diploma (or GED) plus a minimum of six years of progressively responsible, executive assistant experience, which includes two years of experience in a large institution;

OR

  • Bachelor’s degree in Liberal Arts, Business or a closely related field plus two years of progressively responsible, executive assistant experience, which includes experience in a large institution;

OR

  • Associate’s degree in a closely related field plus three years of progressively responsible, executive assistant experience, which includes experience in a large institution;

OR

  • 60 credit hours or more toward a bachelor’s degree in Liberal Arts, Business or a closely related field plus four years of progressively responsible, executive assistant experience, which includes experience in a large institution.
Preferred Job Qualifications
  • Demonstrated organizational skills and attention to detail, including demonstrated ability to prioritize workload and complete projects on time producing high quality results.
  • Demonstrated excellent communication skills; including the ability to edit, analyze, and interpret written documents.
  • Demonstrated experience managing confidential information.
  • Demonstrated experience in communicating complex information.
  • Demonstrated experience with technology; including Microsoft Office Products, virtual platforms such as Zoom/MS Teams, project management, workflow systems, and Adobe Acrobat.
  • Demonstrated knowledge of issues relating to financial and/or operations; to include budgeting, accounting, workflow management, and professional personnel issues.
  • Knowledge of enterprise systems including financials, budget, human resources, and contract management.
  • Demonstrated commitment to CSU’s Principles of Community.
Diversity Statement Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Administrative Support for the Vice President for University Operations/CFO
Duty/Responsibility
  • Plan and prioritize the VPUO’s schedule by allocating their time according to goals, priorities, and critical matters.
  • Manages daily itinerary of the VPUO to incorporate background information, meeting details, remarks and talking points, travel details, purpose of meeting, and resulting action items.
  • Manages all requests for the VPUO’s calendar to include internal requests and events, internal/external engagement opportunities, and proactive coordination with university and academic calendars.
  • Assist in the management of VPUO’s correspondence, helping prioritize responses and develop/manage an organizational system to create efficiencies and follow through on action items.
  • Regularly compiles and prioritizes action items from various units to inform daily, weekly, and monthly decisions by the VPUO and their leadership team.
  • Manage all aspects of the VPUO’s travel needs.
  • Provides logistical meeting and event support through management of room reservations, catering, and selection of appropriate technical tools.
  • Organize and prepare materials for regularly occurring VPUO leadership meetings, and attend meetings as requested to take notes, provide reports, and track action items.
  • Coordinate academic affairs submissions to the Board of Governors, including management of material deadlines and submissions, and reviewing and editing materials in coordination with other Division of University Operations team members.
  • Evaluates highly sensitive and confidential materials and determines the best approach for appropriate handling by weighing best practices, sensitivity, and previous protocol.
  • On occasion, is available to provide these duties outside of traditional work hours based on unexpected, unforeseen circumstances.
Percentage Of Time 70
Job Duty Category Management and Support for the Office of the VPUO
Duty/Responsibility
  • Provide primary oversight for determining and managing office processes and procedures to enhance efficiency and function.
  • Facilitate the processing of phone calls, emails requests, and office tasks.
  • Support the efficient processing and management of all office expenditures including any travel expenses.
  • Apply knowledge of basic principles, rules, regulations, policies, precedents, other guidelines and objectives to communicate with students, parents, university personnel, vendors, and officials from other universities to answer inquiries and refer them to the appropriate office or individual.
  • Serve as HR Liaison including attending regular meetings with central HR, processing documents and Oracle entries for new employees, processing FML and Worker’s Compensation claims, utilizing the Talent Management System for input of position descriptions for new hires and position updates for current employees, and managing TimeClock Plus entries and approvals.
  • Coordinate various office management duties to include sick and annual leave reporting, coordinating employee evaluations and performance planning, staff scheduling, general office communications, employee orientation and training and various events.
  • Plan, prepare and distribute the annual official financial and operational calendar of deadlines and activities.
  • Develop filing and record tracking systems to facilitate document storage and retrieval for the VPUO’s documents and communications.
  • Function as a member of the support staff to lead with office projects; answer phones and greet guests in the absence of the Office Administrator or provide support to the other Division of University Operations administrators in the absence of their assistant.
Percentage Of Time 30

Application Details

Special Instructions to Applicants To apply, please upload a cover letter that addresses the required and preferred job qualifications, a resume, and the contact information for three professional references. References will not be contacted without prior notification of candidates.
Note to Applicants: This position has the ability to work a hybrid schedule (two days remote/three days in office) upon 6 months full time work in person. 
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Vivian Wang/[email protected]
EEO Statement Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

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