Executive Assistant, Vice Provosts

The Office of the Provost and Executive Vice Chancellor at the University of Denver comprises, in addition to the provost, vice provosts who oversee several key areas including research and graduate education, academic affairs, faculty affairs, budget and planning, and internationalization.

Position Summary

The executive assistant to the vice provosts provides comprehensive administrative support within the Office of the Provost and Executive Vice Chancellor. This position reports to the Provost’s executive assistant, while assisting the scheduling and administrative activities of the vice provosts for academic affairs, faculty affairs, research and graduate education, and budget and planning.

The successful candidate will be a creative systems thinking thought partner: flexible and detail-oriented, with a strong work ethic and customer service orientation; will possess superior scheduling and organizational skills, and enjoy being a critical part of a small, high-performing team.

Essential Functions

Responsibilities include, but are not limited to:

Executive Support

• Support the operation of the Office of the Provost and Executive Vice Chancellor
• Schedule meetings and travel plans using independent judgment on priorities as they relate to scheduling; prioritize and negotiate organizational needs
• Coordinate the vice provosts’ schedules for maximum efficiency and productivity; resolve any conflicts that arise
• Provide administrative support for the vice provosts
• Prepare, review, and distribute communications from the vice provosts
• Maintain files, institutional documents, and reports
• Coordinate with staff in Shared Services, providing receipts, balancing purchasing cards
• Support committees or projects run by the vice provosts, including coordinating scheduling, room reservations, ordering food, making travel plans, taking minutes, and preparing agendas
• Update and maintain the provost website with up-to-date information
• Assist in job postings for graduate student workers, including setting up interviews and approving student worker hours

Office Oversight

• Perform front office functions such as receiving and directing visitors and incoming calls and inquiries, fielding questions, mail delivery, ordering office supplies, and managing office equipment
• Serve as the point of contact for facilities and IT work order requests
• Assist with special projects as assigned

Knowledge, Skills, and Abilities

• Must be able to effectively interact with a broad range of constituencies (students, faculty, staff, deans, other administrators, and the public) and maintain the University's positive reputation
• Proficient in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, etc. and Office 365 including Teams
• Ability and willingness to learn new software, systems, and processes
• Familiarity with web-based data management and modern office practices and procedures
• Ability to solve problems in a changing environment
• Positive and helpful attitude, willing to jump in when needed
• Commitment to diversity and inclusion
• Highly organized and detail oriented
• Punctual and reliable with strong follow-through on tasks
• Ability to take initiative and anticipate/manage issues that may arise
• Complete confidentiality is required in all aspects of the position
• This position requires a high degree of initiative, flexibility, and ability to multitask routinely
• Proven writing and editing skills

Required Qualifications

• High school diploma or GED
• Minimum of three (3) years of relevant administrative experience, event planning or customer service experience

Preferred Qualifications

• Bachelor's degree from an accredited university or an equivalent combination of education and experience.
• Experience with Banner, web editing, and graphic design.

Working Environment

1. Standard office environment.
2. Unexpected interruptions occur often, and stress level is moderate to high.
3. Noise level is quiet to moderate.

Physical Activities

1. Ability to sit in front of a computer for an extended period.
2. Occasionally required to move about the office/campus with the capability of transporting objects up to 20 lbs.

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m. Wednesdays may be remote. Details of schedule to be confirmed with the hiring manager.

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) on Monday, July 26, 2023.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:
The salary grade for the position is 9.

Salary Range:
The salary range for this position is $55,000 - $70,000.

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate’s sex or any other protected status.

Benefits:
The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, veterans status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the university's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; Title III of the Americans with Disabilities Act of 1990, as amended in 2008; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For the university's complete Non-Discrimination Statement, please see non‑discrimination‑statement.

All offers of employment are contingent upon satisfactory completion of a criminal history background check