Executive Assistant

Full Job Description

To apply, please go to: https://cu.taleo.net/careersection/2/jobdetail.ftl?job=39189

Join Our Team and Make a Difference in Higher Education!

At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive.

Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose.

By joining our team, you’ll have a direct impact on shaping the future of higher education.

In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President.

While not a part of any one campus, we are proud to serve in the centralized office for the University system.

Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities.

We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue.

If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey.

Learn more about CU System Administration.

Position Summary:

Employee Services provides the CU community with excellent services from recruitment to retirement. This office provides technical expertise while administering benefits, professional development, payroll, individual tax management, and strategic HR programs. The functional areas of Employee Services include Payroll, Technologies, Benefits, Retirement, Financial Education, Learning and Development, International Tax and Human Resources. The Executive Assistant to the Chief Human Resources Officer (CHRO) is responsible for a broad range of administrative duties in support of the CHRO and their direct leadership team. This position manages the day-to-day administrative requirements of the CHRO and works closely with departments within System Administration as well as internal constituencies of the university community. In addition, this position provides scheduling support to the leadership team of Employee Services. This position performs a broad range of professional staff and communications functions to ensure the maximum performance of the CHRO, acts independently and exercises initiative to achieve organizational goals and objectives. This position reports to the CHRO and is exempt from the State of Colorado classified staff system.

Where You Will Work:

This role is expected to work in the office 4 days a week at 1800 Grant St., Denver, CO, and one day a week from home.

Requirements

Duties and Responsibilities:

CHRO Support

• Serves as primary point of contact for all CHRO related matters, including highly confidential and time sensitive items.
• Ensures prioritization of meeting requests and determines appropriate course of action while exercising judgment to reflect CHRO’s style and university policy.
• Coordinates the CHRO’s time, scheduling, and calendar to optimize efficiency.
• Actively resolves complex conflicts that may arise with scheduling.
• Responsible for prioritization and problem resolution regarding scheduling.
• Serves as a liaison to the CHRO and external constituents.
• Monitors and manages CHRO’s email to aid the CHRO.
• Coordinates travel arrangements including airfare, hotel and accommodations, vehicle rentals, event scheduling, etc.
• Processes and completes travel forms and other reimbursements for travel and events.
• Responsible for preparation of agendas, presentations, and miscellaneous meeting materials for scheduled meetings, as well as capturing and tracking action items.
• Facilitates communication and routing of time-sensitive items while the CHRO is out of the office, acting on their behalf as needed.
• Coordinates specific meeting arrangements including cross-campus leadership meetings.
• Follows established processes to respond to Regent requests, resolve issues, and expedite referrals to the appropriate office for follow-up, while gathering necessary materials as needed.

Town Hall Event Coordinator

• Responsible for planning and managing all aspects of Town Hall events in collaboration with the planning team, including:
  • Scheduling planning meetings and Town Hall dates, ensuring leadership availability, and coordinating pre-event dry runs and viewing parties.
  • Creating agendas for planning meetings and Town Halls, transcribing and sharing notes, action items, and key dates, and collecting and distributing presenter materials.
  • Managing all communications with guest speakers, tracking RSVPs, reporting participation status to the planning team, and providing ongoing support throughout the event.
  • Developing and finalizing the master PowerPoint slide deck ahead of the dry run.
  • Performing other duties requested by the planning team.

Employee Services Support

• Routes customer requests to appropriate ES departments.
• Actively participates on the Employee Services employee engagement committee collaborating and planning in the following areas:
  • Employee Recognition
  • Virtual All Staffs
  • Annual Retreat
  • Team lunches
  • Focus Fridays
  • Other engagement initiatives
• Supports and coordinates with the Employee Services leadership team with scheduling needs.
• Provides onboarding support in the following areas:
  • Create I9 form in HireRight
  • Send onboarding communications to new employees and hiring managers
  • Set up all onboarding appointments for new hires and send Outlook invites
  • Maintain onboarding documentation in OnBase
  • Attend weekly onboarding meeting
• Provides back-up support for the ES Business Operations team in the following areas:
  • Public Service Loan Forgiveness program
  • In-person department support of on-boarding and operational needs, as necessary.
  • Addresses walk-in customer needs and provides superior customer service.
  • Serve as resource for building badge administration for System employees.
  • Acts as designated approver for honorarium forms pertaining to System Administration.
• Manages special projects/tasks as assigned.

Qualifications

Minimum Qualifications:

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
• Six (6) years’ professional experience providing administrative support to a department and a director or executive, which also includes:
  • Scheduling and coordinating meetings, travel, conferences, or other related events on behalf of a director or executive
  • Preparing complex and or confidential reports, correspondence, presentations, and/or related materials
• Travel and schedule requirements (if applicable)

Preferred Qualifications:

• Eight (8) years’ professional experience providing administrative support, as indicated above

• Relevant certifications (PHR/SHRM/PMP, etc.)

Knowledge, Skills, and Abilities:

• Knowledge and ability to research State rules and regulations as well as university policies and procedures.
• Ability to use technology and software, including personal cell phone applications and Microsoft Office Suite OneNote, Teams, and Zoom.
• Ability to communicate effectively, orally and in writing.
• Ability to establish and maintain positive working relationships.
• Ability to maintain strict confidentiality.
• Ability to speak on behalf of the CHRO.
• Knowledge of PowerPoint and Excel.
• Knowledge of using scheduling tools such as Doodle, Outlook, etc.
• Knowledge of using project management tools with an ability to handle complex, multiple, and concurrent tasks.
• Analytical and problem-solving skills.
• Excellent organizational skills.
• Ability to manage and set priorities and handle multiple deadlines.
• Ability to analyze and explore problem resolution.
• Ability to take initiative and lead and complete projects

Additional Information

How to Apply:

For full consideration, please attach the following as separate documents to your application at https://cu.taleo.net/careersection/2/jobdetail.ftl?job=39189:

1. A cover letter identifying the job specific minimum qualifications you possess
2. A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.

Benefits:

With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
• Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.
• 6 weeks of parental leave to adjust to the joys of parenthood.
• A tuition benefit program for you and/or your dependents.
• Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.
• Many additional perks & programs with the CU Advantage.

Additional taxable fringe benefits may be available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)