Executive Assistant to Provost/Faculty Records

Colorado Springs, CO
Apr 04, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
The Executive Assistant to the Provost/Faculty Records Coordinator supports the provost and the office of Academic Affairs in meeting the academic needs of the campus. Responsibilities include coordination of the campus faculty reappointment, promotion and tenure process, sabbatical recommendations, faculty records (with HR), point of contact to CU System offices for annual reports, faculty award nominations, and Board of Regent approval submittals.

Who We Are:

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,500 undergraduate and 1,900 graduate students.

Colorado Springs (pop. 450K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report as one of the top Best Places to Live in the U.S.

Job Duties:

Provost and CU System Support

  • Provides executive level staff support to the provost including researching background for various provost actions, compiling data for provost reports, and drafting correspondence for provost submittal.
  • Processes all academic affairs submissions to CU System BoardDocs for the Board of Regents’ meetings.
  • Maintains information and drafts UCCS reports for annual CU System Sabbatical Report and Post-Tenure Review Report to the CU Vice President for Academic Affairs. 
  • College/School Faculty Support:

  • Coordinates the promotion and tenure (RPT) processes and procedures. Assists and guides the college HR admins and faculty in the assembly of dossiers. Collaborates with, advises, and supports the Vice Chancellor’s Review Committee for annual faculty Reappointment, Promotion and Tenure review process.
  • Coordinates with the provost and colleges for annual faculty sabbatical applications.
  • Manages the submissions for emeritus/emerita designations and phased retirement agreements for faculty.
  • Coordinates with Institutional Research and the colleges in oversight of faculty reporting systems (Digital Measures, Workflow). Responsible for creation of templates and dossier flow within Digital Measures Workflow for all colleges for the RPT process.
  • Supports units under the Academic Affairs organization at the provost’s request.
  • Maintains faculty records in collaboration with Human Resources.
  • Job Competencies:

  • Ability to work collaboratively and collegially with others in a multi-cultured environment.
  • Ability to maintain strict confidentiality and exercise discretion.
  • Ability to meet deadlines and manage multiple, complex, and concurrent projects.
  • Ability to adapt to changing work priorities based on the needs of the unit.
  • Ability to work independently with attention to detail.
  • Experience working with Microsoft Office (Word, Excel, Outlook, PowerPoint)
  • Excellent written and verbal communication skills.
  • This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

    What We Offer:

    Salary Range: Generally starting at $52,544 - $72,474

    The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

    The University of Colorado offers excellent benefits, including medical, dental, retirement, paid vacation and time off, and a tuition benefit. Information on university benefits programs, including eligibility, is located at http://www.cu.edu/employee-services. Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado.

    Tentative Search Timeline:

  • The potential dates for interviews with the search committee will be the week of 5/3/2021.
  • The potential dates for interviews with the supervisor and appointing authority will be the week of 5/10/2021.
  • The potential employee start date is 6/1/2021.
  • The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check. 

    UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

    To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

    Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

    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.

    Minimum Qualifications:

  • Bachelor’s degree.
  • Three or more years of progressively responsible, full-time work experience.
  • Preferred Qualifications:

  • Higher education experience.
  • Three or more years of experience working with faculty processes in higher education.
  • Digital Measures software experience.
  • Physical Requirements:

    While performing the duties of this job, the employee is frequently required to sit.  Employee is occasionally required to move. Tasks may involve using a computer screen continuously for long periods of time. The employee must occasionally lift and/or move up to 10 pounds.

    Job Category: Administrative Support and Related
    Primary Location: Colorado Springs
    Schedule: Full-time
    Posting Date: Apr 2, 2021
    Unposting Date: Ongoing

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