Executive Assistant

Job Description

The role of the Procurement Service Center (PSC) is to support all CU campuses by applying our core values to assist customers with spend management, procure-to-pay, and travel management responsibilities. The PSC partners with CU constituents and suppliers to provide collaborative, innovative, and leading practices that deliver high quality expertise, significant value, and excellent customer service.

The PSC advised CU leadership on important procurement and travel management issues and is a proactive source for critical supplier and market information. We coordinate and streamline procurement activity across all campuses to leverage economies of scale and limit variability in cost and quality for goods and services.

The PSC continuously adapts to emerging technology, evolving supply chain issues, and changing economic conditions. Our priorities include customer service, value creation, process improvement, technology enhancement, and innovative solutions that best serve the CU community.

The Executive Assistant performs a broad range of administrative functions to ensure the maximum efficiency and effectiveness of the Procurement Service Center. This position provides administrative and technical support to the Associate Vice President and Chief Procurement Officer and assists internal and external constituents with inquiries. The Executive Assistant will need to be able to serve as a liaison to other university departments to obtain PSC goals and objectives. This position reports to the Associate Vice President and Chief Procurement Officer and is exempt from the State of Colorado Classified Staff system.

Duties:
40% - Administration
Establishes priorities effectively communicates to help foster a cohesive work unit in support of the office and the Associate VP and CPO’s objectives.
Provides professional-level administrative support to the Associate VP and CPO
Briefs the Associate VP and CPO in advance of meetings and events.
Drafts correspondence on behalf of the Associate VP and CPO.
Supports and assists with the Associate VP and CPO’s priorities, goals and special projects.
Responds to inquiries for meetings and schedules appointments using knowledge of priorities and critical needs.
Schedules committee meetings, screens telephone and walk-in contacts, accordingly, based on the Associate VP and CPO’s priorities and needs.
Maintains and records meeting minutes and follow-up action items, meets daily with the Associate VP and CPO to review.

20% - Personnel Coordination:
Serves as Payroll/Personnel Liaison for the Procurement Service Center working with the System Employee Services staff to initiate and complete personnel and payroll actions for the PSC classified staff and professional exempt staff.
Ensures performance evaluative documents are completed and submitted annually.
Provides administration and staff support to position search committees.
Maintains official files on the PSC classified and all professional exempt positions.

20% - Event Management and Logistics support:
Assists Customer Relationship Manager with registrations, room reservations, coordinate IT support, room setup and cleanup for various PSC events.
Coordinate, design, and produce handouts/presentations/meeting materials for PSC events.
Assists with communications to stakeholders and vendors.
Secures catering and staffing for meetings and events.
Serves as backup for the Customer Relationship Manager.

10% - Procurement and Membership:
Coordinate procurement for the PSC and manage association memberships.

10% - Miscellaneous/Special Assignments:
Responsible for design, timeline, accuracy, and effectiveness of special assignments and projects for the Associate VP and CPO.

Knowledge, Skills, and Abilities:
Extensive experience with and knowledge of University fiscal rules, accounting and personnel system and University and Campus policies.
Ability to work effectively in a demanding environment and in meeting deadlines.
Ability to work independently and with initiative.
Ability to assess a situation and initiate an appropriate action or response.
Solid written and verbal communication skills.
Proficiency with word processing, spreadsheet, presentation and scheduling software.
Who we are: System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with an office in Broomfield and a few smaller offices located on the campuses. This position is located in Denver. Many of our departments support the educational and research missions of the four University of Colorado campuses. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.

What we offer:
Salary: The salary has been established at $65,000.
Benefits: The University of Colorado offers an excellent benefits package including:
Medical, Dental, Disability, Vision, Life and Wellness
Retirement: 10% Employer Match
Paid Time Off
Tuition Benefit
ECO Pass
For more information on benefits programs, including eligibility, is available at http://ift.tt/1HOBdYg.

Qualifications

Minimum Requirements:
Bachelor’s degree from an accredited institution of higher education or equivalent experience (experience may be substituted for the educational requirement on a year for year basis).
Four (4) years of experience in an executive assistant or administrative role, or similar experience.

Preferred Qualifications:
Experience working in the University of Colorado or other higher education institution.
Experience working in the procurement field.
Experience working in a large, complex public institution.

Special Instructions to Applicants: For full consideration completed applications must be submitted by March 5, 2018. Reference checking is a standard step in our hiring process. You may be asked to provide contact information, including email addresses, for up to five references as part of the search process for this position. *Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered.* The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history. The Immigration Reform and Control Act requires a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment. Application Materials Required: Cover Letter, Resume/CV, List of References Application Materials Instructions: You must attach a cover letter, resume, and references to your application as three separate documents. Please identify the job specific minimum qualifications you possess in your cover letter. Also, ensure you check the “Job Specific Attachments” box next to each document on the “Required Documents” page of the application for the appropriate documents to be attached.

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