Executive Assistant - Office of the Provost

Job Title

This position is non-classified

Description of Job

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. This position relieves the provost of administrative details and performs administrative functions that require a thorough knowledge of Community College of Denver and Colorado Community College System policies and procedures. The position serves as liaison and uses discretion in the dissemination of information to faculty, students, staff and various constituencies served by CCD and Academic Affairs.

Primary duties

• Organize and complete varied and complex administrative duties for the provost while always maintaining CCD and employee 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 a variety of modalities including phone, emails, meetings, one-on-one conversations.
• Direct calls and inquiries to the appropriate department or individual.
• Exercise initiative, judgement, and independence when problem solving.
• Manage the provost's calendar including scheduling appointments and prioritizing activities and events.
• Schedule and organize provost meetings to include determining the most appropriate location, creating agendas and organizing background material. Keeps meeting minutes and provides archiving and organization as necessary. Provides administrative continuity in divisional meetings to capture notes and archive decisions.
• Compose, compile, curate, and prepare correspondence and documentation, pull data and create spreadsheets and reports, and related documents from rough draft or verbal instructions.
• Proofread documents prior to provost's signature, including a wide variety of complex and confidential reports, letters, memorandums, 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 for the department.
• Work with provost and CCD's fiscal services to plan budgetary expenditures for the year.
• Review provost org budget requests and approves on behalf of provost for expenses under $3,000.
• Organize and complete varied and complex administrative duties for the Academic Affairs Division while maintaining CCD and employee 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 and policies
• Manage the Academic Divisional calendar including all divisional, college-wide, and CCCS-wide events, workflow reminders, and deadlines.
• Schedule and organize Academic Divisional meetings to include determining the most appropriate location; creating agendas and organizing background material. Keep meeting minutes and provide archiving and organization as necessary. Provide administrative continuity in divisional meetings to capture notes and archive decisions.
• Ensure divisional guidelines and standards of practice are accurate and up to date, and that appropriate reviews are conducted and tracked. Submit guidelines to Brain Trust for final approval after divisional approval is complete.
• 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, and related documents from rough draft or verbal instructions.
• Organize and maintain the Academic Affairs SharePoint and Teams site, responsible for keeping them updated, accurate, and relevant.
• Review and analyze budget reports for academic affairs division.
• Serve on various college committees as a representative from the Office of the Provost and the Academic Affairs Division.
• Work with college stakeholders to ensure compliance with college procedures and processes.
• Other duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum qualifications

A degree may be substituted for years of relevant experience if the experience is in addition to the listed required years of experience

Education & Experience (Minimum/Required):

Associate's degree from an accredited college or university and five (5) years of progressively responsible experience in administrative or office management roles; or

Bachelor's degree from an accredited college or university and three (3) years of progressively responsible experience in administrative or office management roles.

Required experience must include advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook (including calendaring meetings and events).

Knowledge/Skills/Abilities (Minimum/Required):

• 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 skills for document production, proofreading and editing.
• Ability to manage and analyze multiple priorities and activities as well as the ability to organize and plan for long and short-term projects.
• Demonstrated ability to write professional emails, pivot and VLOOKUP within Excel, and accessibility compliance including WCAG compliance in Word and PowerPoint.
• Project management experience.
• Commitment and sensitivity to upholding confidentiality of personnel and institutional related needs
• Demonstrated initiative skills.

Experience (Preferred):

• One to Three years of experience in a higher education setting as an administrative/executive assistant of 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.

Supplemental Information

Our campus is located in downtown Denver, adjacent to two light rail stations, and just minutes away from shopping, restaurants, and event venues. When you visit our campus, it will be immediately evident that our faculty, staff, and instructors are passionate about serving our diverse student population. At CCD our passion is to help others, and we offer career pathways that will make a difference in the lives of our students.

If you are interested in sharing our passion for student success, CCD offers generous medical, dental, vision, life, and retirement options. We also offer the opportunity to expand your education, and those of your dependents, through our tuition reimbursement program.

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.

Background checks will be conducted on all finalists for employment consideration.

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.

For a complete review of the benefits we offer, please click on the following link:

Click here to view our benefits

Selection process

Preliminary screening will be made on the basis of completed application packet submitted by candidate. Completed application packet includes: a letter of interest of no more than five pages, addressing in general the items under "Primary Duties" and specifically each item under "Minimum Qualifications"; an online application; resume; and transcripts.

All candidates, including current Community College of Denver employees must submit a complete application packet which includes all materials listed above.

Only completed application packets will move forward for screening. Please review the job duties and minimum requirements carefully. Meeting the minimum qualifications for a particular position does not assure the applicant an interview. Selected applicants will be invited by the screening committee for interviews. All application materials become the property of Community College of Denver and cannot be copied.

Application procedures

Interested applicants must submit a complete application packet at which includes:

1. Electronic Application, Click 'New Resume' at the bottom of this page
2. Cover Letter
3. Resume
4. References - Names, phone numbers, addresses, & email addresses of three professional references
5. Copies of transcripts, official preferred