Executive Assistant, Butler Institute for Families

Job description

Throughout its 75-year history, the University of Denver Graduate School of Social Work has administered countless externally funded projects targeting children and families. These efforts preceded and provided the impetus for the establishment of the Butler Institute for Families (Butler) in 1994. Today, we are nationally recognized for our leadership and collaborative work at the national, state, and local level in evaluation, research, and technical assistance aimed at improving the quality of child-, youth-, and family-serving systems.

Position Summary

The Executive Assistant is responsible for a wide range of tasks that keep the organization working effectively. The Executive Assistant provides support to members of the Butler Executive Team and director-level staff and tends to the overarching office management needs of the organization. The Executive Assistant ensures efficiency and productivity of the day-to-day office environment and supports staff who work in distributed teams, both locally and outside of Denver. Currently, all Butler staff are working remotely in distributed teams, and sometime in the next year, many will return full-time or part-time to the office at the DU campus. The Executive Assistant responsibilities include organizing and supporting in-person and virtual meetings and events, supporting human resources activities, supporting some grant and fiscal functions, making travel arrangements when its safe to travel, managing databases and files, handling the calendars and scheduling of the Executive Director and Director of Operations, and other projects as assigned. The position requires an organized, flexible, creative and diplomatic team member. The Executive Assistant must be a solution-builder who is resourceful, reliable, adaptable, and discrete. Attention to detail and accuracy is essential to success in this position. The individual in this position must join in Butlers commitment to anti-racism principles and practices.

Essential Functions

General Office Management
Communication

  • Coordinate Butler-wide communications, including monthly Butler updates and biweekly GSSW communications.
  • Create and maintain Butler email distribution lists and Butlers external contact list of funders, project partners, community partners, and other stakeholders.
  • Gatekeep general website and telephone inquiries and redirect for responses.
  • Support communication and connection for staff working in distributed teams.

Office Administration

  • Implement and maintain effective office procedures and administrative systems.
  • Assist with supply and equipment orders as requested by Butlers Technology Specialist.
  • Create and manage shared drives, electronic files, and related storage systems in collaboration with other Butler Special Operation Team members.
  • Make recommendations and support implementation of new filing/communications platforms.
  • Manage mail pickup and distribution of mail correspondence.
  • Provide support with back-end fiscal and grants administration processes, including support managing proposal development.
  • Support the Director of Finance and PIs in the development and coordination of responses to requests for proposals.

Human Resources

  • Provide technical supports during the hiring process, including creating position requests, supporting hiring managers through the process, scheduling interviews, and coordinating follow-up.
  • Coordinate onboarding administrative tasks in collaboration with fiscal management staff.
  • Serve as back-up timekeeper and help coordinate the timely submission of activity reports.

Executive Support

  • Complete a broad variety of administrative tasks for the Executive Director and Director of Operations, including managing active calendars.
  • Track and monitor decisions made in meetings and support the Executive Director and Director of Operations to implement action steps connected to decisions in a timely manner through a reminder system.
  • Generate professional communications, including emails, letters, and PowerPoint presentations for both internal and external audiences.
  • Provide project coordination support for special initiatives, including developing timelines and coordinating follow-up.
  • Event and Travel Support in Coordination with Butlers Executive and Operations Directors.

Required Qualifications

  • Bachelor's degree or Associate's degree plus 2 years work experience, or equivalent work experience.
  • 3+ years of office management experience.
  • Experience preparing letters, reports, and presentations using basic formatting and style guides.
  • Experience working with persons from diverse cultures and backgrounds.
  • Experience providing virtual technology coordination and support for meetings and events.

Preferred Qualifications

  • 4+ years of office management experience.
  • Previous experience providing administrative support to executive level staff.
  • Familiarity with accounting and grants management processes.
  • Experience working within grant funded government, non-profit or university settings.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

 

 

 

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Job No: 493287
Posted: 10/12/2020
Application Due: 10/22/2020
Work Type:
Salary: Negotiable