Administrative Assistant

Administrative Assistant

This position exists to support the daily operations of the Associate Vice President/Dean of Students at MSU Denver while working collaboratively with a team to support the 23 programs and services across Student Engagement & Well-being, a unit within Enrollment & Student Affairs. This position assists with a variety of administrative tasks to ensure the smooth and efficient operation of the unit. Reporting to the Director of Operations and Systems, the Administrative Assistant plays a crucial role in managing schedules, coordinating and preparing for meetings, and handling correspondence. This position involves strong communication, organizational and time-management skills with the ability to prioritize multiple responsibilities in a fast-paced environment. The ideal candidate will have demonstrated problem-solving abilities, a keen attention to detail, proficiency with Microsoft Office, and the ability to learn new systems, software, and tools. The candidate selected for hire will have a proven ability to work both independently and collaboratively while providing excellent customer service and building positive relationships with diverse stakeholders.

Within the Division of Enrollment and Student Affairs, we strive to create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. Rather, it requires critical inquiry and dialogue and a commitment to action. We strive to provide a foundation for all community members to achieve personal and professional success.

Responsibilities

Administrative Assistance 55%

• Provide administrative support to the AVP/Dean of Students and SEW Operations Team with calendaring, meeting requests, meeting minutes, document management and special projects as required. Coordinate with staff to avoid scheduling conflicts.
• Handle incoming and outgoing executive correspondence, including emails, letters, and phone calls. Ensure timely and professional responses to inquiries or routing to appropriate personnel.
• Assist in the preparation of reports, presentations, and other documents. Utilize office software to create and edit materials as needed.
• Support coordination of events and meetings, including logistics and catering arrangements. Ensure all necessary materials and equipment are available.
• Help organize SEW unit events, including but not limited to welcome back celebrations, semesterly acknowledgements, etc.
• Assist with various projects and initiatives as assigned, allowing for flexibility based on evolving needs.
• Manage logistical tasks like space organization and resource allocation within the unit.

General Office Support 30%

• Serve as the primary point of contact for students, staff, visitors and callers, providing excellent customer service and addressing a wide range of inquiries in a courteous and professional manner.
• Provide administrative support for in-person/hybrid meetings, coordinating systems access, technology, software and equipment needs.
• Monitor and manage unit resources, including office supplies and equipment, ensuring timely reordering and maintenance.
• Maintain confidentiality of sensitive information and ensure compliance with policies.
• Administrative support to the SEW Operations Team with special projects as needed.
• Support maintenance and organization of operational documentation, onboarding materials, records, and shared resource repositories.
• Supervision of student staff, as needed.

Communications, Resource Awareness, and Outreach 10%

• Support unit communications, including website updates, social media content, internal announcements and other records/databases. Ensure data accuracy and confidentiality.
• Develop and maintain relationships with students, staff, alumni, university offices, and other key stakeholders.
• Maintain a comprehensive and robust understanding of systems and structures at MSU Denver that support faculty, staff, and students.
• Update and maintain records and public information within department spaces (organizational charts, listservs, records management, etc.), ensuring clear and current messaging.

Other Duties as Assigned 5%

• Contribute to various other tasks and projects that support the unit's goals, adapting to new responsibilities as needed.

Job Competencies

• Demonstrates values-based leadership by modeling CADRE values, building trust through self-awareness and emotional intelligence, seeking feedback, and navigating conflict productively.
• Ensures operational effectiveness by managing priorities, time, and resources responsibly, adhering to policies, delivering measurable results, and meeting performance expectations.
• Aligns individual work with team and departmental goals by contributing to shared priorities, seeking clarity, and adapting to change in support of the 2030 Strategic Plan.
• Practices collaboration by communicating clearly, checking for understanding, building strong relationships, and engaging diverse perspectives to achieve shared outcomes.
• Advances equity and belonging with awareness of culture and potential biases, listens openly to diverse perspectives, contributing to respectful and inclusive work relationships.
• Innovates by developing professional skills, staying informed on relevant trends, and identifying opportunities to improve processes and outcomes.

Required Qualifications

• Demonstrated experience in administrative or office support roles, particularly in a customer service-oriented environment
• Proven ability to manage schedules, coordinate meetings, and efficiently manage multiple tasks
• Demonstrated experience prioritizing responsibilities and adapting to shifting priorities
• Experience handling confidential information and applying discretion to sensitive situations
• Ability to work and communicate effectively with individuals of all levels and with diverse populations

Preferred Qualifications

• Strong organizational and time management skills: ability to multitask, prioritize tasks, and meet deadlines
• Excellent communication skills: both written and verbal with the ability to communicate effectively with internal teams and external contacts
• Familiarity with institutional platforms used for records and communication
• Experience supporting a wide variety of people: multiple team members or executives, students with varying needs
• Experience working in a higher education environment or student services setting
• Familiarity with university systems such as Workday or other student information systems, particularly for handling student records, etc.

We encourage you to apply even if you do not meet every preferred qualification. We are most interested in finding the candidate who will best contribute to our team, our mission, and the University.

Schedule Information

• Full time, 40 hours/week
• Exempt
• Hours: Monday - Friday, 8:00 am - 5:00 pm
• Schedule: this position is an on-campus position with limited, situation-specific opportunity for remote work

Salary for Announcement

Under Colorado law, MSU Denver is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account a variety of factors including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The anticipated hiring range that the university reasonably expects to pay for this position is $47,300 - $51,000

This position is paid monthly and is eligible for MSU Denver benefits.

Instructions to Apply

Interested applicants must apply online at MSU Denver's career site, and search for JR105393.

The following documents are required to be included with your application:

• Resume
• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

Due to volume of applications received, only applications completed as outlined above will be considered. Please ensure you have uploaded all required documents into the Resume/Cover letter section of the application.

If you are an Internal applicant, please apply via the Career tab within the WorkDay Menu

Professional references and their contact information will be requested from the finalist/s. At least one reference provided must be a supervisor (either current or former).

Official transcripts will be required of the candidate selected for hire.

Important Note : Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Deadline

Applications accepted until position is filled; priority given to applications received by Wednesday, July 1, 2026 at 11:59 PM MST.

Closing Date