Executive Assistant to the Senior Vice President for Finance & Administration

Colorado Mesa University • Grand Junction, CO

3d • Onsite

About The Position

The Executive Assistant (EA) serves as a key catalyst for effective and timely operations within Finance & Administration (F&A). The EA provides specific administrative support to the Senior Vice for Finance & Administration and supports the success of CMU more broadly by serving as the primary scribe for division L10 meetings; supporting effective quarterly and annual planning for the division; building good relationships across campus; coordinating with other EAs. The EA also acts as an individual contributor with reporting and analysis responsibilities. Support Finance & Administration reporting deadlines, goals, and milestones through light project management skills and strong interpersonal skills.

Requirements

• An earned Bachelor’s degree from an accredited college or university or combination of education and experience necessary to provide administrative support in a complex business environment and effectively use software tools to maintain documents and data sets
• Experience relating to the essential duties above.
• Ability to prioritize assignments, assist in event planning, organize work, demonstrate initiative and follow-through, and complete multiple tasks with critical deadlines with minimal or no direction.
• Able to exercise independent judgment in an ambiguous environment, regarding the prioritization of competing demands.
• Ability to work effectively as a member of a team and establish and maintain cooperative working relationships with diverse groups of internal and external constituencies.
• Must demonstrate the ability to exercise good judgment and discretion in handing confidential information.
• Ability to read, analyze and interpret general written materials, professional journals, technical procedures, or government regulations.
• Ability to write reports and prepare and conduct verbal and visual presentation of materials.
• Ability to effectively present information and respond to questions from top management, public groups, and board of directors.
• Strategic and analytical reasoning skills are necessary.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• While performing the duties of this job, the individual is frequently required to stand, walk, sit, and talk or hear.
• The individual must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
• Applicant must be able to verify U.S. employment eligibility.

Nice To Haves

• Understand financial and administrative structures, policies, and procedures of the university.
• Able to exceptionally manage multiple tasks, prioritize effectively, and meet deadlines.
• Demonstrate a willingness and ability to collaborate with others within and outside the department.
• Requires ability to exercise discretion, judgment, and decision-making, particularly as it relates to compensation, legal, Board, and personnel communications and processes.
• Maintain a high level of professionalism in all interactions and communications.
• Colorado Mesa University is particularly interested in candidates who have experience working with students from diverse backgrounds and who have a demonstrated commitment to improving the levels of access and success for underrepresented students within higher education.

Responsibilities

• Manage the Vice President’s calendar for effective use of meeting time and availability of adequate focus time.
• Coordinate and process travel and purchasing requests for Vice President and divisional personnel and candidates.
• Anticipate the Vice President’s needs by proactively identifying supply requirements, resolving calendar conflicts, and preparing necessary materials prior to need arising.
• Confirm expectations by clarifying the timeliness, scope, and quality of work to be completed.
• Provide administrative support to the Vice President’s projects.
• Coordinate routine and ad-hoc meetings (e.g., leadership, retirement, and budget), including scheduling, agenda prep, materials distribution, and minutes tracking.
• Support internal and external communication by drafting, editing, and reviewing correspondence, and engaging with faculty, staff, students, and external partners.
• Serve as a connection for campus personnel, students and leaders, providing guidance to appropriate procedures, resources, and document routing.
• Organize and maintain electronic filing system using Microsoft SharePoint.
• Develop and maintain professional reports, charts, and presentations to support leadership decision-making using Excel, Word, and PowerPoint.
• Maintain Finance and Administrations web presence.
• Serve as the Scribe for division L10 meetings
• Coordinate data gathering and responses for Colorado Open Records Act requests
• Develop and maintain Workday Reports
• Validate Human Resource and Finance data in Edify
• Analyze budget, financial, health insurance, and other data as assigned
• Prepare and or review external finance reports, e.g., WICHE Tuition and Fee Survey

Benefits

• Excellent health and retirement benefits package

What This Job Offers

• Job Type: Full-time
• Career Level: Executive