Executive Administrator for the MSU Denver Foundation Board and the VP of University Advancement

Denver, CO
Oct 07, 2017
Institution Type
Four-Year Institution

Position Summary

This position provides executive support of a confidential nature to the MSU Denver Foundation Board of Directors and the Executive Director of the Foundation/Vice President of University Advancement. Reports directly to the Vice President for University Advancement and supports the Foundation Board and the VP at a high level and with maturity and sophistication. The position serves as a contact for the Office of University Advancement and its respective affairs; interfaces with senior business and non-profit leaders, and all University account holders to research and solve problems which may develop; manages the calendar, answers the phone and prepares correspondence for the VP; interfaces with donors and students. Must have the ability to work with and be sensitive to the educational needs of a diverse urban population; must be highly attentive to detail; must work with strong emphasis on accuracy and quick turn-around; must be flexible and adaptable; and must be reliable and trustworthy to work in an environment of confidentiality. This position also supervises the Office Manager for the University Advancement Office.

Metropolitan State University of Denver is an equal opportunity employer.

Posting Number

Position Title
Executive Administrator for the MSU Denver Foundation Board and the VP of University Advancement

Position Number
E 1076

Salary for Announcement

The beginning of the salary range is $64,323. The final salary will be commensurate with education and experience.

Employee Category

Univ Adv - Foundation

EClass Code
Full Time Administrators


40% – Executive Administrator for the Foundation Board, (under the direction of the Chair and Executive Director of the Foundation Board:
•Ensures Board meetings are properly announced in accordance with Colorado law.
•Coordinates, in collaboration with the Board Chair and the Executive Director, the development of Board meeting agendas, distribution of agendas and meeting materials in electronic and hard copy formats.
•Oversees meeting logistics and coordination including transcription of all Board meetings and Board Committee meetings, managing room reservations and catering arrangements and set-up of meeting room including any additional technical support for laptops, etc.
•Attends board meetings and keeps an accurate record of the proceedings, making such records available pursuant to Colorado law.
•Drafts meeting minutes and distributes copies after review and approval as instructed by the Board Chair and Executive Director.
•Posts minutes to BoardMax and Board website.
•Serves as liaison for Board members’ interactions and communications with employees of the University.
• Responsible as custodian for the records of the Board and the University, both physical and electronic and the content of the Board website. Maintains an accurate history of the Board.
•Coordinates new Board Member orientation in collaboration with the Board Chair and the Executive Director.
•Assists in the development of, and maintains, a Board member policy manual which describes Board member responsibilities. Responsible for keeping the Board, and others as the Board may direct, informed of changes and amendments to the Board’s bylaws, policies and procedures.
•Assists in managing Board expenses ensuring expenditures are made in accordance with the law and University fiscal rules.
•Serves as liaison to other Executive and Administrative Assistants throughout the University to ensure that their support and coordination of Board subcommittee activities is compliant with fiscal rules and Public Notice policies.
•Serves as primary administrative support for the standing committees, task force and project teams, including contacting chairs and project team leaders for agenda items, creating agendas and drafting minutes, confirming catering for meetings, preparing materials necessary for and providing materials in advance to all participants.
•Ensures content of the Foundation website and BoardMax is correct, including posting of IRS required documents.

Legal and Fiduciary Responsibilities
•Adhere to and comply with applicable rules and regulations set in bylaws regarding board and board committee matters. Establish an active conduit for communication by giving proper notice of any meeting and timely distribution of materials such as agendas and meeting minutes.
•Plays a critical role in fostering communication and diligence through proper management and utilization of important records such as meeting minutes and organization’s bylaws.
•Knowledgeable of the organization’s records and related materials, providing advice and resource to board on topics such as governance issues, amendments to bylaws and policies that assist them in fulfilling their fiduciary duties.
•Evaluate, analyze, and review all Foundation legal documents and agreements to ensure compliance with the MOU between the Foundation and the University. Ensures compliance in the performance and oversight of all aspects of its operations based on a comprehensive set of bylaws that clearly addresses the board’s fiduciary responsibilities, including expectations of individual board members based upon ethical guidelines and policies.
•Custodian of the organization’s records. Preserves accurate documentation and ensures compliance with legal requirements. Reviews and updates documents as necessary and ensuring all documents are safely stored and accessible. Confer with and advise board of policies, procedures, and by-laws to ensure proper administration. Provides guidance and oversight. Applies knowledge of precedents and existing rules and policies.

Board Member Orientation and Training
•Ensure current policies, procedures and board member responsibilities are updated in the Board Member policy. Develop, implement and provide orientation and BoardMax training for all board members for accessing and obtaining notification of all board related meetings and board related policies and procedures. (BoardMax provides a centralized environment for all board-related information. Meeting materials and information, organizational documentation, task assignments, and member records are logically organized and available 24/7 to board, committee, and staff members. BoardMax has built-in tools that help ensure the organization is compliant with IRS requirements, accreditation bodies, fiscal audits, and board expectations.) Input and ensure all required individual board member and the organization’s information is current in the Foundation’s portal on BoardMax.

Foundation Board Annual Meeting and Retreats
•Plan and manage annual retreat for the Foundation Board and University Senior Management team and spouses. Coordinates contract with a retreat facilitator, negotiates and makes arrangements for meeting space, lodging, and catering. Prepares retreat agenda, materials and creates a retreat summary document. Prepares detailed itinerary and agenda for distribution to attendees. Travels, as required, to annual Board retreat and attends Board related functions (including evenings and weekends).
•Assists the University President’s office staff in the planning, management, coordination and facilitation of joint meetings and retreats between the Foundation Board and University Board of Trustees.

40% – Administrative Support to the VP of University Advancement
•The position serves as a primary contact for the VP and the Division and their affairs; including interfacing with community leaders and their staff.
•Heavy calendar scheduling of appointments and handles questions for high level constituents.
•CASE Membership Coordinator for University Advancement
10% – Department Fiscal Manager for University Advancement
•Acts as Department Fiscal Manager; monitors the VP and internal departmental budgets
•PO and SPO Manager for VP of UA
•Utilizing Banner prepares monthly budget reports for VP
•Processes bills and purchase orders for VP departments
•Pro-card re-allocator for VP of UA
•Handles input of all personnel transactions for University Advancement in PeopleAdmin

10% – Supervision
•Supervises the Office Manager for University Advancement.
•Acts as the back-up for daily deposit transactions.

Required Qualifications

•Associate’s degree from an accredited institution of higher education or the equivalent combination of education and experience; two years of experience equals one year of education.
•Five years’ experience in providing executive or management level support.
• Error Free written communication skills.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint).
• Experience working independently.
• Experience with handling confidential matters.
•At least three years’ experience taking accurate and timely meeting minutes is required.
•At least three years event/meeting organization experience is required.
•At least three years of experience in managing a complicated and fast-changing calendar.
•Supervisory experience
Note that attendance at all Foundation and Board Committee meetings is required and necessitates flexibility in work schedule.

Preferred Qualifications

•Experience at the Administrator level for BoardMax software or comparable software.
•Raiser’s Edge software experience or similar contact management database software.
• Experience working in both business and not-for-profit and/or education environments and foundation settings.
• Experience with Banner Finance or comparable system.
• Experience with supporting/work with Foundation or Organizational boards
• Excellent verbal communication skills.
• Strong organizational skills.
• Solve problems independently and make decisions at a level appropriate to this position.
• Must be detail oriented, organized, have a professional demeanor and appearance, be flexible and able to manage multiple tasks.
• Must be able to positively interact with high profile external audiences and all University constituents.

Posting date

Closing date

Closing Instructions
Close on Closing Date

Special Instructions to Applicants

IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.

References refers to a list of three professional references and their contact information.

Official transcripts will be required of the candidate selected for hire.

This posting will close at midnight MST on the closing date.


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