Description

University of Colorado Denver | CU Anschutz Medical Campus

Office of Human Resources

Executive Assistant to the Associate Vice Chancellor / Chief Human Resources Officer

Position #217234 - Requisition 18180

Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado Denver |AnschutzMedical Campus seeks individuals with demonstrated commitment to creating aninclusive learning and working environment. We value the ability to engageeffectively with students, faculty and staff of diverse backgrounds.

The Human Resources Office has anopening for a full-time University Staff (unclassified)  Executive Assistant to the Associate Vice Chancellor/Chief Human Resources Officer position.

The University of Colorado AnschutzMedical Campus is a public education, clinical and research facility serving4,500 students, and a world-class medical destination at the forefront oflife-changing science, medicine, and healthcare. CU Anschutz offers more than42 highly rated degree programs through 6 schools and colleges, and receivesover $500 million in research awards each year. We are the single largesthealth professions education provider in Colorado, awarding nearly 1,450degrees annually. Powered by our award-winning faculty, renowned researchersand a reputation for academic excellence, the CU Anschutz Medical Campus drivesinnovation from the classroom to the laboratory to the delivery of unparalleledpatient care.

ReadCU Anschutz Quick Facts here. 

Position Emphasis: 

This full-time, University Staff (unclassified), Executive Assistant to the Associate Vice Chancellor and CHRO (Chief Human Resources Officer) located at the University of Colorado Denver campus (and providing support to both the Anschutz Medical and Denver campuses), provides high-level, confidential support which requires knowledgeable discretion and insightful judgment, attention to detail, grace under pressure, and the ability to multi-task, prioritize, and exercise appropriate initiative.  While primary support is to the CHRO, this position also coordinates a variety of HR unit operating functions (budget management, space and computer equipment management, HR communications, and procurement) that support other HR Directors and staff in the unit.

The Executive Assistant must establish and maintain a positive professional and effective working relationship within the campus with officers, executives and staff within the University, and externally with members of the community (visitors) and other stakeholders.  This position is responsible for calendar management, prioritization of daily appointments and organizing complex, time-sensitive meetings with internal and external stakeholders.  The CHRO oversees units with personnel on both the Denver and Anschutz campuses.

This position does not exercise direct, formal supervision over any other employees.

Examples of Work Performed with Percentages:

30%- Scheduling Daily Activities for the CHRO, setting up and arranging meetings.

• Provides primary administrative and calendar management support to the CHRO, responding to all requests in a timely manner and handling sensitive meeting requests with discretion; generating agendas, reserving meeting locations, ordering refreshments, coordinating audio/visual support, taking and transcribing  records and meeting minutes as requested, and keeping the CHRO and other meeting attendees updated on changes to meeting times, dates or locations
• Uses EMS room scheduler and Outlook tools to facilitate meetings, with heavy and diplomatic phone outreach and coordination to facilitate scheduling flexibility, particularly for urgent meetings.
• Re-confirms appointments daily, and gathers background information and organizes materials in advance in preparation for the CHRO’s appointments;
• Develops and maintains broad knowledge of the internal and external individuals with whom the CHRO regularly interacts; may serve as liaison to these individuals as needed;
• Acts as proxy, as required, for CHRO in approving HR leaves, and maintaining records of in-and-out of office for CHRO direct reports.
• Coordinates bookings related to the HR/Budget/HR Conference room at Lawrence Street Center.

20%- Filing and Organization 

• Organizes the CHRO’s files, preparing binders and utilizing Share folders to maintain key documents;
• Periodically reorganizes and cleans up outdated files;
• Performs general record keeping and organization of paper-based and electronic filing systems, maintaining accuracy and ensuring compliance with respect to the archiving and destruction of records

10%-Event Planning and Coordination 

• As-needed planning, coordination and execution of both on- and off-campus events and meetings, ensuring room reservations/setup/configuration (i.e., audiovisual and computer equipment, seating, etc.) and ensuring all necessary paperwork is completed in advance of events. 

20% -Budget Monitoring, Purchasing, Procurement, Travel and Office Management

• Working with the CHRO, develops and submits detailed annual budgets for each budget area and speed type; monitoring performance against budget, comparing monthly expense reports to actual expenses and apprising the CHRO of areas that may require adjustment;
• Completes journal entries for HR expenses using PeopleSoft Finance;
• Monitors budget using M-Fin and other Budget office reports;
• Processes payment vouchers, travel/mileage expense submissions, and expense reimbursements using Concur;
• Coordinates the approval of procurement and travel cards within the HR unit to ensure proper expense coding and adherence to procurement policies;
• Purchases equipment;
• Prepares and submits monthly expense and mileage reports on behalf of the CHRO;
• Coordinates the purchase and disposal of all HR office equipment, maintains an updates inventories of all department-owned equipment;
• Maintains records of office space and occupancy, and completes WebSpace reports for HR;
• Facilitates office moves and improvements, coordinating closely with Facilities and OIT (Office of Technology) teams;
• Maintains memberships in various professional societies for HR team members;
• Maintains and distributes organizational charts, phone and contact lists.

10%-HR Communications

• Utilizes state-of-the-art tools such as CVent and e-Commerce, Outlook lists and listservs to maintain distribution lists and issue CHRO and other HR Director communications to a variety of internal constituents;
• Utilizes Sitefinity or other tools to update specific information on the HR Website.

10%- Other Activities as Requested or Required:

• Assists with special projects and assignments, which include gathering data, organizing materials, preparing PowerPoint and other visual presentations, preparing and maintaining organizational charts, conducting research as needed, consulting with information sources, and generating reports;
• Processes and routes letters and other documents for the CHRO’s signature in a timely manner;
• Composes, edits or proofreads correspondence for the CHRO, including thank you’s, acknowledgements, and congratulatory correspondence;
• Other duties as assigned.

Salary and Benefits:

The hiring salary range for this position has been established at $47,893 - $70,500 and is commensurate with skills and experience.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: http://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Diversity and Equity:

Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. 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 University of Colorado Denver | Anschutz Medical Campus 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.

QualificationsMinimum Requirements:

• Bachelor’s degree and 5 years’ experience providing professional-level executive assistance.
• Experience that demonstrates excellent time management skills.
• Extensive experience with the Microsoft Office Suite.
• Extensive experience managing calendars using Microsoft Outlook, assuring accuracy and completeness.
• Experience coordinating travel.
• Meeting and event planning experience.

Substitution:  Related executive administrative experience may be substituted on a year-for-year basis for the bachelor’s degree.
Preferred Requirements:

• Experience supporting C-Suite executives.
• Experience respectfully managing complex, sensitive and highly confidential information.
• Experience with University of Colorado systems, including: Concur, Marketplace, and/or PeopleSoft HCM/Finance.

Competencies, Knowledge, Skills, and Abilities:

• Excellent oral, written and interpersonal communication skills with ability to establish rapport with a wide variety of individuals.
• Ability to handle sensitive matters that require discretion and confidentiality.
• Excellent organizational and time management skills with the ability to effectively prioritize multiple projects and establish priorities.
• Strong attention to detail.
• Outstanding customer service skills; strong commitment to service quality and a collaborative work style.
• Ability to research and resolve problems, take initiative and follow-through on projects/assignments.
• Ability to anticipate needs and to identify and respond to shifting deadlines and priorities. 
• Ability to work effectively with a high degree of role autonomy. 
• Proficiency in Microsoft Office, specifically Word, Excel, PowerPoint, Visio and Outlook with ability to develop professional correspondence, documents, spreadsheets, presentations, etc. 
• Proficiency in e-Commerce tools, and listserv creation and maintenance.
• Ability to produce accurate and timely work products.
• Ability to exercise tact and diplomacy in a variety of situations. Ability to work in a self-directed manner, take appropriate initiative, and work pro-actively with minimal direction.
• Ability to establish work priorities and follow through to ensure completion of activities.
• Ability to support and encourage workplace diversity and inclusion, including ability to recognize opportunities to promote diversity within and outside the department.
• Ability to cooperate and support other department employees contributing to a productive work environment.

Job Category: Professional Support Services
Primary Location: Denver
Schedule: Full-time
Posting Date: Jan 22, 2020
Unposting Date: Feb 5, 2020, 11:59:00 PM