Executive Assistant to the Provost

Apply now Job no: 495008
Work type: Staff Full-Time
Location: Denver, CO
Categories: Admin / Executive / Office Support

The provost is responsible for maintaining and enhancing the academic quality, intellectual inquiry, and research, creative, and scholarly activities across the University. The provost provides the strategic planning and budgeting for the University and oversees all academic, research and related units of the University. As the chief academic officer of the University, the provost provides leadership, with comprehensive administrative responsibility for colleges, schools, divisions, departments, libraries, centers and institutes, faculty, staff and students, and those units that serve the University's academic needs.

Position Summary

The Executive Assistant provides administrative support to the Provost & Executive Vice Chancellor and plays a crucial role in supporting the efficiency and effectiveness of the provost’s office. They must be an effective, professional and diplomatic liaison from the provost to a variety of audiences including University leadership, faculty, staff, alumni and other constituents. They will maintain a high level of confidentiality and discretion while serving in this role. This employee must be able to multi-task and prioritize many competing deadlines and timelines. Attention to detail and accuracy are essential to success in this position. The individual in this position must demonstrate a commitment to the principles of inclusive excellence.

Essential Functions

Executive Support:

  • Maintain thorough knowledge of the programs, operational structure, and provost’s scope of responsibilities, priorities, and commitments.
  • Review materials prepared by others for the provost’s review or signature, obtain provost approval and signature, scan, record and file as appropriate.
  • Coordinate with the provost and take appropriate action on items resulting from meetings, communications, and other opportunities.
  • Research and monitor pending issues for follow-up and develop agendas for future meetings.
  • Monitor expenditures and keep accurate expense records for the provost; reconcile and submit monthly expense reports through Concur, identify and resolve any discrepancies.
  • Supervise and mentor the executive assistant to the vice provosts, including approving leave and timecard.

Scheduling:

  • Manage the provost’s calendar, keeping it up-to-date and accurate. Plan schedules for daily appointments and periodic meetings that provide sufficient time for and between activities; prepare background materials for meetings, including directions; handle requests for meetings with discretion. Coordinate the provost’s schedule for maximum efficiency and productivity each day.
  • Manage the provost’s meetings with vice provosts, vice chancellors, deans, faculty members, senior staff, outside stakeholders, department directors and others as requested.
  • Negotiate best times, send out information to external guests, and prepare agendas, backup documents, and other materials.
  • Schedule annual budget meetings with units across campus, coordinating the calendars of the provost, the vice provost for university budget and administration, and the vice chancellor for business and financial affairs as well as the University Budget Advisory Council meetings. Schedule all budget meetings with the chancellor.
  • Coordinate the provost’s travel. Schedule conference, travel and hotel arrangements in a prompt and confidential manner. Prepare detailed travel itinerary conveying accurate information to the provost, including information about appointments, research reports on individuals, and travel directions.

Communications:

  • Draft, edit, and disseminate communications on behalf of the provost, addressing concerns received through the general provost office email. Proof, draft, edit, and send emails to the DU Community or specific groups within the University using Regroup.  
  • Manage with discretion and tact telephone calls and emails, meeting requests, visitors and incoming/outgoing mail for the provost. Determine their nature, handle personally, or refer to others as appropriate.
  • Exercise delegated authority to speak on behalf of the provost regarding a variety of sensitive administrative and programmatic matters.
  • Record parent, student, faculty, and staff concerns received in the provost’s office via phone or email; ensure concerns have been directly addressed by the provost of other appropriate DU personnel.

External Engagement:

  • Serve as a liaison between provost and other departments and units across campus and external contacts to interpret instructions and information and follow commitments through to completion.
  • Interact and communicate with a strong degree of judgment, confidentiality, and discretion.
  • Analyze and resolve unusual and novel situations based on significant knowledge of the provost’s priorities and delegated authority.
  • Coordinate, facilitate and implement solutions with internal and external organizations and constituents.

Office Oversight:

  • Serve as a team member in the Office of the Provost. Assist Office of the Provost staff with administrative support on special projects and events in a timely and accurate manner. Provide office coverage for phones, visitors and other administrative duties. As requested, attend DU special events to greet guests and provide a warm welcome to visitors.
  • Oversee faculty files, assist in maintaining faculty files through an online filing system, ensure all promotion & tenure, sabbatical, tenure relinquishments, and other official faculty and vice provost documents are uploaded in an accurate and timely manner.
  • Perform other duties as needed to maintain smooth operation of the division.

Knowledge, Skills, and Abilities

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Outstanding interpersonal skills and a professional demeanor; willingness and ability to deal with internal and external constituents in a professional, confidential, friendly, and responsive manner via phone, email, and face-to-face meetings
  • Outstanding written and oral communication skills
  • Ability to edit written documents
  • Ability to solve problems in a changing environment
  • Commitment to diversity and inclusion
  • Self-starter with ability to coordinate several tasks simultaneously
  • Ability to be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
  • A high degree of integrity with a strong ability to maintain confidentiality and behave in an ethical manner
  • Experience maintaining detailed records
  • Highly resourceful team player, with the ability to also be extremely effective independently
  • Familiarity with web-based data management and modern office practices and procedures
  • Demonstrated proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Office 365 (Teams, OneDrive, etc.), and Adobe
  • Demonstrated knowledge and ability to effectively engage individuals from broadly diverse communities

Required Qualifications

  • Bachelor’s degree or equivalent combination of education and work experience
  • 3 years of office management or administrative assistant experience
  • Experience supporting a high-level executive

Preferred Qualifications

  • 5 years of office management or administrative assistant experience
  • 3 years of experience supporting a high-level executive or executive team
  • Experience in higher education

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m. This position is not eligible for remote or hybrid work arrangements.  

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) on May 17, 2022. Applications will continue to be evaluated 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 11.

Salary Range:
The salary range for this position is $65,000 - $75,000.

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.

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