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Administrative Assistant II - Internationalization

Employer
University of Denver
Location
USA, Denver, Colorado
Salary
$19.00 - $25.00 per hour

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Job Details

Position Summary

The Administrative Assistant provides general office/front desk support to the Office of Internationalization (INTZ) primarily for International Students and Scholar Services (ISSS) and the Office of International Education (OIE). The position also provides office assistance for the Vice Provost for Internationalizations special projects, events, and programs; schedules use of the International House facility; oversees all house functions for all divisions located in the I-House; and is responsible for the upkeep of the office and the building. This individual is the initial contact for telephone calls and visitors needing information about the office, signs for deliveries, receives and distributes mail, and keeps the reception area clean and professional. The administrative assistant orders and tracks all office supplies and is responsible for maintenance of office equipment, i.e., copiers, fax machines, and telephone systems. The position reports to and works in collaboration with the Director of Business and Operations. Provides training and general supervision of student assistants at the front desk.

Essential Functions

Vice Provost Support - 30%

  • Provides detailed administrative and operational support to the Vice Provost for Internationalization.
  • Manages the calendar of the Vice Provost for Internationalization including effective and timely communication with individuals scheduled for meetings.
  • Correspondence with administrative and executive assistants in other DU colleges and divisions to schedule meetings and events with the Vice Provost for Internationalization.
  • Correspondence with outside organizations and individuals to coordinate events, meetings, and requests related to the Vice Provost for Internationalization.
  • Order supplies and food for events hosted by the Vice Provost for Internationalization.
  • Draft, edit, and disseminate communications on behalf of the Vice Provost, addressing concerns received through the general VPI office email and I-house email. Proof, draft, edit, and send emails to the DU Community or specific groups within the University.  
  • Manage with discretion and tact telephone calls and emails, meeting requests, visitors, and incoming/outgoing mail for the Vice Provost. Determine their nature, handle personally, or refer to others as appropriate.
  • As requested, attend INTZ special events to greet guests and provide a warm welcome to visitors.
  • Office Management - 25%

  • This position will serve as the I-House receptionist and supervise general office management in person and maintain the lobby in an orderly manner.
  • Responsible for screening and prioritizing telephone calls, general emails, and mail.
  • Manages operations of the day-to-day functions of the office, including filing and record-keeping, office supply management, and designing systems for effective and efficient functioning of the office.
  • Independently and consistently applies knowledge of programs, policies, and procedures to guide students, parents, DU faculty, staff, and members of the public.
  • Collaborate with the Budget Director to resolve invoices and file expense reports.
  • Assists with onboarding and the orientation of new employees, students, and other stakeholders.
  • Supports regular operations, including courses, seminars, faculty searches, preparations for accreditation reviews/visits.
  • Manages staff requests for building and ground repairs and improvements. This includes renovations, maintenance projects, furniture replacement, exterior repairs, building additions, utility improvements, etc.
  • Coordinate with contractors and vendors for all repairs and building/ground maintenance.
  • Administrative Support - 20%

  • Provides broad administrative and operational support to the Vice Provost of Internationalization, all INTZ staff and stakeholders to ensure efficient office operations.
  • Organizes and attends INTZ leadership meetings and coordinates agenda, notes, and remote hosting platforms.
  • Independently composes letters, memos and reports requiring research and presents data accurately to support findings.
  • Reviews sensitive material including letters, memos, and reports to assist with editing.
  • Uses cross-cultural communication skills to work effectively with non-immigrant students, faculty, and staff and to communicate complex matters to non-native speakers of English.
  • Event Planning and Coordination - 20%

  • Manage the calendar of the I-House. Organize events, meetings, interviews, and scheduling.
  • Plans and executes all phases of events at the I-House.
  • Assists ISSS Program Coordinator in planning of student events.
  • Coordinates social gatherings and informal lunch events for staff.
  • Utilizes DU platforms and communicates with university contacts to book space and catering for INTZ events on campus.
  • Create marketing materials and distribute event advertisements across multiple platforms.
  • Additional Duties - 5%

  • The work of the Office of Internationalization requires, and often demands, flexibility on the part of the administrative assistant, including working with other staff members to assist them as needed. This includes activities as requested by INTZ leadership and staff as well as other University of Denver divisions.
  • Knowledge, Skills, and Abilities

  • Proven planning and organizational skills and a high level of attention to detail.
  • Excellent communication and customer service skills to include verbal and written communication.
  • Demonstrated knowledge of cross-cultural sensibilities and ability to interact with students from many different countries.
  • Diplomacy to manage difficult conversations.
  • Strong, logical, and independent thinking.
  • Self-starter with ability to coordinate several tasks simultaneously.
  • Analysis of problems and creative solution generation.
  • Ability to quickly learn new administrative software platforms.
  • Flexibility to work with a team as well as independently.
  • Strong computer skills including proficiency with Microsoft Office (Outlook, Word, Excel).
  • Familiarity and experience with calendar scheduling and cloud sharing databases including MS Office applications such as Outlook, One Drive, and Teams.
  • Experience with video conferencing platforms including MS Teams and Zoom.
  • Demonstrated capacity for critical thinking, problem-solving, and generating creative solutions in dynamic organizational settings.
  • Required Qualifications

  • Bachelors Degree, or an equivalent combination of training and experience.
  • Three (3) years of relevant administrative, project management, communications, or customer service experience.
  • Preferred Qualifications

  • Previous experience in providing administrative support at the executive level.
  • Experience in higher education.
  • Proficiency in two or more languages.
  • Demonstrated intercultural competencies.
  • Five (5) years of progressively responsible administrative and office management experience.
  • Working Environment

    1. Standard office environment.
    2. Unexpected interruptions occur often, and stress level is moderate to high.
    3. Noise level is quiet to moderate.

    Physical Activities

    1. Ability to sit in front of a computer for an extended period of time.
    2. Occasionally required to move about the office/campus with the capability of transporting objects up to 20 lbs.

    Work Schedule

    Monday - Friday, 8:00 a.m. - 4:30 p.m.

    Application Deadline

    For best consideration, please submit your application materials by 4:00 p.m. (MST) February 9, 2024.

    Special Instructions

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

    Salary Grade Number:

    The salary grade for the position is 06.

    Hourly Range:

    The hourly range for this position is $19.00 - $25.00.

    The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidates sex or any other protected status.

    Benefits:

    The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

    Please include the following documents with your application:

  • Resume
  • Cover Letter
  • The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, ancestry, age, religion, creed, disability, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, genetic information, military enlistment, or veteran status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the Universitys educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; the Americans with Disabilities Act; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; Equal Pay Act; Colorado Equal Pay for Equal Work Act; the Colorado Protecting Opportunities and Workers' Rights (" POWR") Act; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For more information, please see the University of Denver's Non-Discrimination Statement.

    All offers of employment are contingent upon satisfactory completion of a criminal history background check.

    Organization

    Founded in 1864—just a few years after the city of Denver itself was founded—the University of Denver is one of the country's premier private universities.

    The University's 125-acre campus, a few miles south of downtown Denver, is home to more than 11,500 students hailing from all regions of the United States and 83 other countries.

    The University offers:

    Regardless of what they study, University of Denver students embark on a personal educational journey that helps them find and follow their individual purpose.

    Collaborative, Experiential Learning

    Our students work closely with faculty, peers and members of the community on projects, research and fieldwork. They cross disciplines to discover new perspectives and approaches to problem solving.

    In and out of the classroom, our students learn by doing, whether they're collecting data in the field or putting theory into practice in a clinical setting.

    The University of Denver Culture

    Across the University of Denver’s many divisions, departments, and offices, supervisors are searching for new employees who strive to excel and innovate, prize integrity, and who value the opportunity to engage with the community.  The University is always looking for creative problem solvers, critical thinkers, and lifelong learners who want to know more and do more.

    At the University of Denver, our culture is steeped in ethics and social responsibility. As a result, our faculty and students represent a wide array of perspectives and enjoy the healthy dialogue that grows out of diversity. University of Maryland, Baltimore

    For all their differences, the members of our community are united by a common purpose: They're determined to confront society's most pressing challenges—everything from world health and the global economy to access to education.

    Company info
    Website
    Telephone
    3038717770
    Location
    2199 S. University Blvd.
    Denver
    Colorado
    80210
    US

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