Executive Assistant - Office of the Provost

General Summary This position provides high‑level, confidential, and complex administrative support to the Provost/Vice President for Academic Affairs and to the academic affairs division. Primary Duties Administrative Duties for the Provost Organize and complete varied and complex administrative duties for the provost while maintaining confidentiality and current knowledge of CCD guidelines and CCCS policies and procedures. Serve as a liaison and first point of administrative contact. Represent the Office of the Provost in communication with internal and external departments, organizations, and groups through phone, email, meetings, and one‑on‑one conversations. Direct calls and inquiries to the appropriate department or individual. Exercise initiative, judgment, and independence when problem‑solving. Manage the provost’s calendar including scheduling appointments and prioritizing activities and events. Schedule and organize provost meetings to determine location, create agendas, and organize background material; keep minutes and archive as needed. Compose, compile, curate, and prepare correspondence and documentation; pull data, create spreadsheets and reports from draft or verbal instructions. Proofread documents prior to provost’s signature including reports, letters, memoranda, and statistical charts. Establish and modify work processes for efficiency within the department. Coordinate travel arrangements for the provost. Perform special projects and assignments as requested. Monitor expenditures and reconcile budget; plan budgetary expenditures for the year with CCD’s fiscal services. Review provost org budget requests and approve on behalf of provost for expenses under $3,000. Administrative Duties for Academic Affairs Organize and complete varied and complex administrative duties for the Academic Affairs Division while maintaining confidentiality and current knowledge of CCD guidelines and CCCS policies and procedures. Answer questions and provide information to campus faculty, staff, and the public regarding Academic Affairs policies. Manage the Academic Divisional calendar including all divisional, college‑wide, and CCCS‑wide events, reminders, and deadlines. Schedule and organize Academic Divisional meetings; determine location, create agendas, organize background material; keep minutes and archive decisions. Ensure divisional guidelines and standards of practice are accurate, up‑to‑date, and reviewed; submit guidelines to Brain Trust for final approval after divisional approval. Establish and modify work processes for efficiency within the division. Coordinate travel arrangements for the academic deans. Compose, compile, curate, and prepare correspondence and documentation; pull data and create spreadsheets and reports from draft or verbal instructions. Organize and maintain the Academic Affairs SharePoint and Teams sites, keeping them updated, accurate, and relevant. Review and analyze budget reports for the academic affairs division. Serve on college committees as a representative from the Office of the Provost and Academic Affairs Division. Work with college stakeholders to ensure compliance with college procedures and processes. Other Duties Other duties as assigned. Minimum Qualifications Education and experience: Associate’s degree from an accredited college or university and five (5) years of progressively responsible administrative or office‑management experience. Bachelor’s degree from an accredited college or university and three (3) years of progressively responsible administrative or office‑management experience. Required experience and skills: Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, including calendar). Strong written, verbal, presentation, and interpersonal skills. Ability to work collaboratively with people of diverse viewpoints. Strong organizational skills. Ability to work in a fast‑paced, high‑stress environment. Excellent grammar and spelling for document production, proofreading, and editing. Ability to manage and analyze multiple priorities and activities and to plan long and short‑term projects. Demonstrated skill in writing professional emails, using Excel functions like pivot and VLOOKUP, and ensuring accessibility compliance (WCAG) in Word and PowerPoint. Project management experience. Commitment and sensitivity to upholding confidentiality of personnel and institutional needs. Demonstrated initiative skills. Preferred Experience One to three years of experience in higher education as an administrative or executive assistant to a dean or higher‑level position. Experience with Banner. Experience with Cognos. Equipment Used Computer, ten‑key, copier, scanner, multi‑line phone system. Other Considerations Must be available for occasional irregular hours as needed for special projects, deadlines, and committees. Benefits Health (medical, dental, vision) insurance Life insurance Retirement plan Tuition reimbursement for employee and dependents Other employee benefits available to eligible employees EEO Statement CCD is a Learning College where policies, programs and practices support learning as the major priority. The Community College of Denver is an Equal Employment Opportunity Educational Employer. CCD recognizes that administration, faculty, instructors, and staff reflect the diversity of its students and community and prohibits employment and student discrimination based on race, color, religion, national origin, citizenship, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Background Checks Background checks will be conducted on all finalists for employment consideration. #J-18808-Ljbffr Community-College-of-Denve