Administrative Assistant II

Apply now Job no: 494638
Work type: Staff Full-Time
Location: Denver, CO
Categories: Academic Administration, Student Affairs / Services, Events, Business Operations / Services, Admin / Executive / Office Support, Community Engagement

Conference & Event Services (CES) delivers exceptional service, resources and support to events on the University of Denver (DU) campus. While upholding the University's integrity, values and inclusive engagement, CES cultivates strategic relationships with its internal DU partners to ensure the success of outreach to local, national and global organizations. CES provides services to clients for the exploration, discussion and enactment of issues and topics germane to a variety of important areas that include civic, political, non-profit, educational and business.

Position Summary

The Administrative Assistant II provides administrative support to the Executive Director of Conference & Event Services (CES). In addition, the Administrative Assistant II supports departmental operations and office functions for the entire CES team. The Administrative Assistant II provides a welcoming, inclusive and affirming environment. The Administrative Assistant II answers questions and provides assistance necessary to ensure a positive experience for University guests. Administrative Assistant II reports directly to the Executive Director of CES.

Essential Functions

Administrative Support to the Executive Director

  • Provide administrative support for Conference & Event Services Executive Director
  • Prepare agendas, attend meetings, and transcribe minutes; write and produce summaries and reports for distribution to a broad range of audiences
  • Responsible for understanding the Executive Directors position on various topics and will be able to respond to emails for the Executive Director
  • Assist Executive Director in preparing executive-level presentation materials
  • Assist Executive Director with drafting and editing communications for event newsletter or website
  • Manage special projects and act as CES liaison to other DU programs, departments, and special events
  • Lead and organize arrangements for department retreats, strategic planning and team development activities
  • Coordinate event logistics on behalf of Executive Director for VIP events
  • Assist Executive Director onsite at events with set-up, registration, and oversight
  • Schedule and coordinate meetings for Executive Director, build relationships with key constituents
  • Handle detailed and confidential information with accuracy and timeliness
  • Responsible for a departmental Purchase Card including expense report and will make purchases on behalf of the Executive Director
  • Other duties as assigned

Department Operations

  • Provide exemplary customer service as the first point of contact for external organizations, students, faculty, staff, alumni, and
  • University constituents
  • Answer departmental phone calls and email, accurately explain University and CES policies and procedures
  • Route client questions and inquiries to relevant personnel; requires expertise of department processes as well as campus resources
  • Track and enter all client event inquiries in event management software for sales team follow-up
  • Assist internal clients with making room reservations and requesting event services

Office Management

  • Order and maintain office supplies, stationery products, name badges and business cards for the CES team
  • Manage all aspects of office maintenance by submitting work orders and serving as the Custodial and Facilities Liaison ensuring that the office is kept in good operating condition
  • Liaison with campus service providers, including Mail Services and Technology Services
  • Coordinate services and payment with vendors for office equipment and supplies

Student Staff Supervision

  • Hire, train and evaluate student front desk workers
  • Develop efficient system for managing shared email and tasks, update front desk operations manual
  • Establish, prioritize, and assign project goals, deadlines, and outcomes in consultation with CES colleagues
  • Create student work schedules each quarter while managing student labor budget

Supervisory Duties:

  • Supervise 2-3 non-benefitted front desk student staff

Knowledge, Skills, and Abilities

  • Must be able to effectively interact with a broad range of constituencies and maintain the positive DU reputation
  • Excellent writing and editorial skills, as well as presentations and meeting minutes
  • Proficient in Microsoft Outlook, Word, Excel, PowerPoint and Teams. Ability and willingness to learn new software, systems and processes
  • Ability to manage sensitive confidential material in a professional manner
  • Highly organized and detail oriented
  • Ability to work and answer questions independently with a minimum amount of supervision
  • Good judgment, problem-solving skills, and discretion are critical
  • Familiarity with emerging digital tools and modern practices that support communication, organization, and productivity
  • Familiarity with and interest in college student development
  • Experience planning or coordinating events

Required Qualifications

  • Associate Degree or equivalent experience in administrative support
  • 2 years of relevant administrative, project management, business writing or customer service experience

Preferred Qualifications

  • Bachelors Degree or equivalent experience in business, communication, or event management
  • 2+ years of relevant administrative experience in an academic/higher ed setting. Experience supervising and managing an organization's front desk operations, including working with student employees

Work Schedule
Monday - Friday, 8:00am-4:30pm; occasional after-hours events and weekends

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) Wednesday, January 19th, 2022. Applications will continue to be reviewed until the position is filled.

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 5.

Hourly Range:
The hourly range for the position is $18.00 - $23.00

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.

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