(Auraria) Executive Assistant

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(Auraria) Executive Assistant

Salary

$4,500.00 - $5,800.00 Monthly

Location

Denver, CO

Job Type

Full Time

Job Number

AHEC-4256-04.2024

Department

Auraria Higher Education Center

Division

Auraria Business Services Division

Opening Date

05/01/2024

Closing Date

5/29/2024 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

Nicole Yanez at nicole.yanez@ahec.edu

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 https://www.governmentjobs.com/careers/colorado. 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

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 theCommunity College of Denver, Metropolitan State University of Denverand theUniversity of Colorado Denver. Learn more about us through this link: Auraria Higher Education Center (https://www.ahec.edu/)

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:Benefits Package (https://www.colorado.gov/dhr/benefits) .

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

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 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.

The Auraria Higher Education Center is looking for 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. 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.

This position requires, strong organizational skills; attention to detail and accuracy; excellent 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.

Job Summary:

The Executive Assistant provides comprehensive administrative support to the Chief Executive Officer, the other executives on the Senior Leadership Team, and the duties of the Executive Office, which include providing services for multiple agency departments including, 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.

Specific Responsibilities:

• Coordinates 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 e-mail (critical daily task), scheduling rooms, and taking meeting minutes.

• Calendar management for the CEO and Chief of Staff, along with senior leadership meetings.

• Prepares a daily calendar with appropriate briefing materials for the CEO.

• Keeps CEO informed of all changes; produces agendas, prepares and reviews 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.

• Serves as the paymaster for multiple departments (training provided), coordinating necessary HR documents and related tasks.

• Serves 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.

• Works directly with the Chief of Staff to facilitate all documentation and presentation materials for critical committee and board meetings, activities are well coordinated in advance.

• Oversees the administrative staff and student employees in the Executive Office.

Additional Responsibilities:

• Continually builds and maintains contacts in the CEO’s Outlook.

• Reviews all emails, prioritizes and keeps inbox organized.

• Drafts emails, correspondence, and communications from the CEO on the CEO’s behalf when appropriate.

• Builds and maintains strong working relationships with the CEO, executive team, university partners, board members, and staff.

• Serves as the Executive Office resource for records, data, and other critical information, retrieving information and compiling data as requested.

• Assists 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.

• Maintains office equipment and orders office supplies; coordinates with part-time executive office staff.

• Provides department reception services, serving as the liaison for the Executive Office with internal and external customers. Becomes a resource for general campus matters and referrals, providing expert guidance to other departments on issues associated with the Executive Office.

• Assists with special projects, as assigned.

• Updates job knowledge by participating in educational opportunities, reading professional publications, etc.

• Creates alerts as needed for news and information pertinent to the Auraria Campus, downtown Denver, and higher education initiatives.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

• A Bachelor's degree in Business administration, Communication, or a related field. Masters Degree preferred.

• 2 - 5 years of experience as an executive assistant or similar executive level support role.

• preferably including providing administrative support as a liaison to senior leadership and the Board of Directors of an organization.

Person Characteristics:

other qualities sought:

• Excellent managerial and interpersonal skills, including a commitment to collaboration.

• Comfort in working with, and building relationships, with people at all levels of the three Auraria Campus university partners; including senior executives and their staffs.

• 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.

• 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).

• Ability to remain calm under tight deadlines and be flexible and open to frequent schedule changes that must be coordinated and accommodated.

• Excellent written and oral communication 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.

Necessary Requirements:

• All positions with AHEC require a background check. You must successfully complete a pre-employment background check as a condition of hire.

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: http://coloradowins.org/

Applicant Checklist & Minimum Qualifications:

E-mail Address:

All correspondence regarding your status in the selection/examination process will be conducted by email.

Applicant Checklist:

We request that you include the following in your application:

• Cover Letter detailing how your experience & education meet minimum and preferred qualifications

• Resume detailing a summary of work history

Only applications submitted by the closing date for this announcement will be given consideration.

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.

Auraria Higher Education Center (AHEC) 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 Nicole Yanez atnicole.yanez@ahec.edu

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.

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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: https://leg.colorado.gov/agencies/office-legislative-legal-services/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 AHEC:

Required Question

Agency

State of Colorado

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Website

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