Administrative Assistant

Metropolitan State University of Denver•Denver, CO

21d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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.

Responsibilities

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