Program Assistant

Location
Denver, CO
Posted
Sep 01, 2017
Institution Type
Four-Year Institution



University of Colorado - Office of International Affairs

Program Assistant - Temporary

Nature of Work

The Program Assistant will be responsible for providing the Program Coordinator with the administrative support needed to coordinate key Office of International Affairs (OIA) program activities for the Executive and Deputy Directors and the Office of International Affairs. The Program Assistant will be engaged in a variety of projects and activities that enhance the profile and provide for the smooth operation of a dynamic international affairs office.

The position exercises initiative and independent judgment to achieve organizational goals and objectives, maintains confidentiality, and establishes and maintains integrity and positive working relationships. This individual represents OIA, communicating effectively and persuasively in person and through written and verbal communication. The position possesses project management skills, effective analytical and problem-solving skills, excellent organizational skills, works well under pressure, and has the ability to handle varied, complex and concurrent tasks with multiple leaders.

Supervision Received

This position works with minimal supervision and reports to the Program Coordinator.

Relationships

Position must work with and establish positive, collegial relationships with the OIA leadership team as well as all OIA staff, other Campus Departments, and the University and external communities. The position will communicate with appropriate decorum with representatives from foreign universities and governments.

Examples of Work Performed

Duties of this position include, but are not limited to, the following:



Support Executive and Deputy Directors 50%

• Responsible for daily independent decision-making and problem resolution; establishes processes to resolve issues or problems effectively and responsively at the lowest level possible, and expedite referral of matters to appropriate offices for follow-up.

o Determines most appropriate room for meetings

o Promptly informs others of changes in schedules, plans or situations

o Flexible and works with other key constituents plans and schedule changes, particularly off-campus visitors

• Effectively handles sensitive and confidential issues on behalf of the Executive Director and Deputy Director with tact, timeliness, discretion, professionalism, and consideration.

o Issues may be related to personnel and office disputes, relationships with colleagues around campus, etc.

o Does not share any internal OIA information with other units

o Does not gossip

• Manages Executive Director and Deputy Director's schedules, including screening of meetings, resolution of issues where appropriate, and researching and preparing briefing materials and subsequent action items. Takes initiatives to compile relevant information in advance of scheduling meetings.

o Accurately schedules meetings and communicates with all participants

o Meetings scheduled to minimize travel time, but respect the value of proximity to constituent

o Updates schedule where appropriate and informs all concerned

o Respects and ensures adequate private work time for Executive and Deputy Directors

o Prepares daily schedule for Executive Director

o Notes action items for follow-up and assists with follow-up

o Politely reminds when scheduled meetings are upcoming, or time has been reached

o Effectively communicates tone and nature of inquiries to ED and DD

• Handles in-person, written, and telephone requests and inquiries. Drafts written and email responses to correspondence for the Executive Director.

o Professionally responds to phone calls and helps prioritize requests

o Drafts and distributes basic correspondence to inquiries to appropriate OIA personnel

• Oversight of Concur Travel and Expense, with respect to travel planning and accounting and expense reimbursements.

o Prepares travel expense reports in Concur after travel; prepares international travel requests in Concur

o Organizes travel receipts and submits into Concur in timely manner

• Develops and maintains broad knowledge of the external groups and individuals with whom the Executive Director and Deputy Director regularly works/meets with and serves as liaison to these groups and individuals.

o Understands the role of key partners and helps maintain fluid contact and support relationships

• Helps organize and maintain Executive and Deputy Directors' files and offices, as needed.

o Organizes files and documents, as needed

o Helps keep area tidy and welcoming

OIA Office Management and Support 40%

• Provides support with drafting and editing documents as needed such as Memoranda of Understanding, informational handouts for students and faculty, OIA data reports, cover memos and other miscellaneous documents

• Researches, gathers, and prepares background materials on a variety of issues to support campus internationalization initiatives, including enrollment and fiscal trends, as needed.

o As requested by ED or DD, conducts basic background research on potential partners, security situations, other university's operations, policies and procedures

• Ensures that common LSC office areas are organized, adequately stocked and functional

o Ensures that paper, printer toners, staples, and other office supplies are filled and stocked, reorders as needed

o Troubleshoots and schedules service calls for copier/scanner/fax machine

o Ensures work areas are tidy

• Establishes and maintains cooperative working relationships with faculty and staff in OIA, academic and non-academic unit heads, students, alumni, government and private agencies, and the public to ensure that established goals are met and questions and problems are resolved.

o Polite, respectful, and organized when responding to constituent inquiries

o Provides required information or contact information to meet request, but discrete where appropriate

o Learns, understands and respects relationships of key constituents

• Oversees and plans events ensuring that they are properly planned; including reserving rooms, order and set-up food, organizing clean-up and meet the organizer's expectations and requirements and relevant fiscal rules and university policies.

International Delegations 10%

• Maintains inventory of gifts given and in stock

• Inbound Delegations

o Supports the Program Coordinator with organizing visits for inbound international visiting dignitaries including scheduling meetings with relevant campus constituents, room reservations for meetings, catering, and appropriate gifts

o Drafts visitor visa invitation letters as needed

o Learns and understands specific cultural nuances of visiting delegations

o Supports the Program Coordinator to organize visits that are respectful, inviting, and presents positive image of the University of Colorado Denver

• Outbound delegations

o Supports the Program Coordinator with organizing CU delegations going abroad, as needed including logistical and alumni event support for annual visits to the Arab Gulf of OIA ED and other OIA staff and/or with colleagues in the Office of Advancement

This position is a temporary, part-time position that will not exceed a period of nine months. Salary will be commensurate with experience.


    Qualifications

    Minimum Requirements
    • Bachelor's Degree and/or commensurate experience.
    • Minimum of two years' experience effectively coordinating or managing a support-oriented office with varied units, with report lines to executive leadership.
    • Exceptional communication and organizational skills;
    • Demonstrated mastery of PowerPoint/Keynote, project management or organizational software, and MS Word and Excel.
    • Experience preparing background research for briefings and reports.
    • Experience with event and meeting planning.
    • Experience handling sensitive matters that require discretion and confidentiality;
    • Working knowledge of the structure, policies, and procedures of higher education institutions.

    Required Competencies, Knowledge, Skills and Abilities
    • Experience that demonstrates strong communication and interpersonal skills.
    • Highly organized professional with high integrity and discretion.
    • Ability to work expediently and proficiently.
    • Effective with response time, timelines and follow through.
    • Ability to work as a member of a team within a collaborative environment.
    • Knowledge and ability to work effectively with international students and dignitaries from a variety of countries.
    • The ability to network and create relationships with various campus and community organizations.
    • Ability to exercise tact, diplomacy, positivity, and confidentiality in a variety of situations and cultures.
    • Ability to identify problems and apply appropriate solutions.
    • Ability to determine when to exercise appropriate independent judgment and initiative in completing assignments and addressing issues.
    • Excellence in providing customer service.

    Preferred Requirements

    • Experience in an international affairs office setting, ideally in an institution of higher education with an academic health center.
    • At least three (3) years of progressively responsible administrative experience, including experience with executive officer operations.
    • Intermediate to advanced levels of experience creating documents, financial reports, spreadsheets and databases.
    • International travel experience.
    • Intermediate or better in a second language.

    The University of Colorado Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

    The University of Colorado strongly supports the principle of diversity. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

    The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work. Alternative formats of this ad are available upon request for persons with disabilities.



    Application Materials Required:Cover Letter, Resume/CV

    Application Materials Instructions:

    Applications are accepted electronically at CU Careers, refer to requisition ID: 10932

    When applying, applicants must include:
    1. A letter of application which specifically addresses the job requirements and outlines qualifications
    2. A current Resume/CV
    3. The names, addresses, daytime telephone numbers and e-mail addresses for three professional references, either attached to your resume/CV or uploaded as a separate document
    Please be advised that the University does check references as part of the employment process.

    Please do not submit any of your application material (via email) to the job posting contact.



    Job Category: Professional Support Services

    Primary Location: Denver

    Department: D0001 -- Denver Campus - 30053 - AVCASA-OIA Intl Education

    Schedule: Part-time

    Posting Date: Sep 5, 2017

    Closing Date: Ongoing

    Posting Contact Name: Saira Hamidi

    Posting Contact Email: saira.hamidi@ucdenver.edu

    Position Number: 00690376

    PI99250951