Senior Executive Assistant - 37100 University Staff
Description
Senior Executive Assistant
Office of the Provost
Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!
Who We Are
The University of Colorado Colorado Springs (https://apptrkr.com/get_redirect.php?id=6315415&targetURL=https://hr.uccs.edu/work-at-uccs) (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking a Senior Executive Assistant to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students.
At the base of the Rocky Mountains, Colorado Springs (https://apptrkr.com/get_redirect.php?id=6315415&targetURL=https://www.visitcos.com/) is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery-a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.
Salary Range : $68,802.00 - $78,790.00. Compensation will be commensurate upon experience and qualifications. This position is Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.
Work Location: On-site
Benefits at a Glance (https://apptrkr.com/get_redirect.php?id=6315415&targetURL=https://hr.uccs.edu/employee-benefits)
At UCCS, our employees are our most valued asset. We're proud to offer:
Generous Time Off: Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.
Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.
Financial & Retirement Benefits: Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.
Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.
Want to know your total compensation? Use our calculator (https://apptrkr.com/get_redirect.php?id=6315415&targetURL=https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/total-compensation-calculators) to get the complete picture!
Summary
The Senior Executive Assistant in the Office of the Provost is a trusted and strategic partner who provides high-level executive support in the Office of the Provost and to the Executive Vice Chancellor for Academic Affairs at UCCS. This role also includes direct support to the Vice Provost for Undergraduate Education & Academic Planning and the Chief Strategist & Director of Operations. The Senior Executive Assistant ensures seamless and proactive management of the Provost's time and travel, while managing the Provost's inbox and daily workflow with a forward thinking mindset. This position requires a seasoned professional who brings composure, foresight, and project management expertise to a fast-paced executive environment. The Senior Executive Assistant must prioritize demands across multiple stakeholders and anticipate the needs of the Provost Office.
Working in close collaboration with the Chief Strategist & Director of Operations, the Senior Executive Assistant functions as one of the Provost's complementary leadership partners-together, they serve as the operational left and right hands. This partnership is critical to the success, responsiveness, and overall executive rhythm of the Office of the Provost. Finally, the Senior Executive Assistant will possess an understanding of the Academic Affairs office's priorities, values, and goals-and will carry out those priorities, values, and goals with precision and professionalism.
Essential Functions
The duties and responsibilities of the position include, but are not limited to:
Executive Scheduling, Inbox Management, and Support (60%):
Proactively manage the Provost's & Vice Provost's calendars, keeping them up-to-date and accurate.
Prioritize meeting requests against recurring meeting schedule using judgment and discretion to reschedule, decline, and/or cancel meetings with grace based on incoming meeting priorities.
Efficiently and effectively plan daily meetings and appointments while providing sufficient time between activities and travel to and from locations.
Negotiate best times for scheduling, send out information to external guests, and prepare agendas, backup documents, and other materials.
Use judgment to prepare background materials for meetings, including directions, @context, and history.
Schedule and coordinate campus wide committee meetings for Undergraduate Education and Academic Planning
Provost's Inbox Management & Delegation:
Manage the Provost's email inbox, triaging messages for priority, removing clutter, and delegating tasks or follow-up to the Chief Strategist and the Provost directly, using judgment on who should handle each issue and when.
The Executive Assistant will be expected to review and write emails on behalf of the provost with extreme caution, confidentiality and discretion.
Anticipatory Support:
Proactively anticipate the needs of the Provost, Vice Provost, Chief Strategist, and Office of the Provost, preparing background materials, identifying upcoming issues, recommending solutions, and ensuring seamless logistical and strategic execution of daily priorities.
Event & Project Coordination (20%)
Coordinate executive-level projects within the Office of the Provost, including academic initiatives, cross-functional working groups, and event implementation timelines; track milestones, ensure accountability, and report progress to the Provost and Chief Strategist.
Serve as the primary point of contact and lead planner for events hosted by the Office of the Provost, including faculty recognitions, campus-wide briefings, and strategic forums.
Coordinates all Provost office events: book venues, catering, schedule guests, draft and finalize contracts, and lock down day-of logistics.
Office Operations & Academic Affairs Support (20%):
Serve as a key thought partner and logistics lead for the Chief Strategist & Director of Operations, collaborating closely with the Provost and members of the leadership team to coordinate priorities, support strategic initiatives, ensure effective communication, and provide high-level operational and administrative support.
Participate in and contribute actively to daily check-ins with the Provost and Chief Strategist & Director of Operations to review schedules, assess priorities, and address operational and planning needs.
Maintain and own records and file management systems for the Office of the Provost to include Sharepoint, OneDrive, and other management systems as necessary.
Manage oversight of the Office of the Provost website including coordinating with the Office of Information Technology, working with and hiring student employees, and taking training as needed.
Oversee Database for Academic Ethics Code Violations
Maintain functionality of database to ensure confidentiality
Serve as point person for inquires
Coordinates the Provost and Vice Provost's travel including travel pre-authorizations.
Provide timely support during travel to address any arising needs or issues.
Schedule conference, travel, flight, and hotel arrangements in a prompt and confidential manner within University of Colorado rules and regulations.
Prepare detailed travel itinerary conveying accurate information to the Provost and Vice Provost, including information about appointments, research reports on individuals, and travel directions.
Once travel is complete, prepare and submit travel expense reports. Ensures expenditures are in accordance with university policies and procedures.
Prepares the Provost's and the Vice Provost' expense reports when expenses occur for submittal and approval. Ensures expenditures are in accordance with university policies and procedures.
Provides support to the Provost and Vice Provost by creating PowerPoint presentations and other related projects.
Manages front office operations in the Office of the Provost.
Maintains and updates handbooks and manuals per the Provost's requests. Create binder and electronic materials of standard operating procedures that includes all office functions and responsibilities.
Designs, proofreads, and routes documents using Adobe Sign and Microsoft Office Suite
Provide support for the Deans Council
Provide committee support as needed for the Vice Provost & Associate Vice Chancellor for Undergraduate Education & Academic Planning
Responds to requests for information made by phone, email, or in person in a timely fashion
Manage the Office of the Provost email account, draft replies as needed
Other administrative support responsibilities may be assigned in coordination with the Chief Strategist, Vice Provosts, and the Provost
Tentative Search Timeline
Priority will be given to applications submitted by: 07/06/2025 .
Potential interview dates: Week of 07/14/2025 .
Potential start date: 08/01/2025 **.
Qualifications**
Applicants must have a bachelor's degree from an accredited college.
Progressively responsible, full-time work experience is required.
Applicants must have direct experience in reporting to and providing staff assistance to an Executive leader of an organization.
Progressively responsible administrator support experience is critical.
Experience working at the University of Colorado campus or at an institution of higher education is preferred.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Special Instructions to Applicants: Applications submitted by 07/06/2025 will receive full consideration. Applications submitted through email or surface mail will not be considered. Please apply at cu.edu/cu-careers (job #: 37100). Official transcripts will be required upon hire. Upon request, please be prepared to provide five professional references (at least two previous/current supervisors), including their email contact information. If you have technical difficulties with your application, please contact the CU Careers help desk at 303-860-4200 #5 or cucareershelp@cu.edu (https://apptrkr.com/get_redirect.php?id=6315415&targetURL=cucareershelp@cu.edu) . Job related inquiries should be directed to the posting contact. The University of Colorado Colorado Springs will not sponsor work visas or permanent resident applications for this position. Application Materials Required: Cover Letter, Resume/CV Application Materials Instructions: Please identify the job specific minimum qualifications you possess in your cover letter and be sure your resume includes any and all relevant experience to be accurately assessed against the qualifications listed in the posting. To apply, please submit the following application materials to this posting. 1. A current resume. Must include date ranges to include month and year (mm/yyyy) and whether the position was full time or part time. 2. A cover letter that specifically addresses the job requirements and outlines qualifications. When submitting the materials, check the Job Specific Attachments box next to each document in order for the search committee members to see your materials.
Job Category : Professional Support Services
Primary Location : Colorado Springs Department: C0001 -- Colorado Springs Campus - 40018 - AA-Provost
Schedule : Full-time
Posting Date : Jun 20, 2025
Unposting Date : Ongoing Posting Contact Name: Kyle Gruenhagen Posting Contact Email: kgruenha@uccs.edu (https://apptrkr.com/get_redirect.php?id=6315415&targetURL=kgruenha@uccs.edu) Position Number: 00420102
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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.
