Executive Coordinator

University of Colorado • Denver, CO

5d • $52,400 - $56,000 • Onsite

About The Position

Join Our Team and Make a Difference in Higher Education! At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose. By joining our team, you’ll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents, the University of Colorado’s system administration includes 19 units that provide essential services to CU’s campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system. Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities. We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you’re passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey. Learn more about CU System Administration.

Position Summary:

The Executive Coordinator is responsible for assisting with a broad range of administrative duties in support of the President and the Office of the President. The position works with departments within the Office of the President, the Board of Regents, campus Chancellor offices, and internal and external constituencies of the university community.
This position is required to demonstrate professionalism, tact and diplomacy when interacting with internal and external constituents. This position is responsible for relationship management by understanding guests’ background and priorities and cultivating an experience commensurate to those needs directly in support of the President’s and the CU System’s priorities.
This position reports to the Executive Assistant to the President and is exempt from the State of Colorado classified Staff system. This position is an .80 FTE position and the position’s standard schedule is to work onsite at 1800 Grant Street in Denver in the Office of the President Monday through Thursday.

Requirements

• Bachelor’s Degree from an accredited institution of higher education or equivalent experience (professional experience may be substituted for the educational requirement on a year-for-year basis).
• Four (4) years’ experience including one or more of the following (or similar):
• Working for a director or executive level position or an organizational officer, or;
• Working as an administrative assistant, or;
• Experience working with or coordinating complex scheduling, events, relationship management
• Experience with executive travel and expense reporting
• Experience working in an office of a President or CEO
• Knowledge of the business and organizational structure of CU
• Knowledge of and ability to research State rules and regulations as well as university policies and procedures
• Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems
• Ability to communicate effectively, orally and in writing, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
• Ability to handle and maintain sensitive and confidential material
• Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and occasionally facilitate meetings, and make decisions
• Skilled in project management with an ability to handle complex, multiple, and concurrent tasks and adapt to changing priorities while maintaining personal effectiveness
• Self-starter capabilities to initiate and complete projects
• Ability to analyze and pursue problem resolution
• Ability to maintain a strong work ethic, positive problem-solving attitude, and enthusiasm for the work performed
• Ability to establish and maintain positive partnerships with a variety of internal and external constituencies

Nice To Haves

• Six (6) years’ experience as detailed above

Responsibilities

• Assists with the coordination of the President’s calendar and provides backup to the Executive Assistant to the President regarding the daily calendar management, appointment changes, and preparation of any needed materials.
• Prepares daily briefing packets for the President ensuring high levels of accuracy and understanding.
• Ensures the President’s daily schedule runs efficiently and stays on track by promptly escorting guests and colleagues in and out of the office with professionalism and respect.
• Understands the backgrounds and priorities of guests and greets and escorts them to the appropriate venues within the building ensuring to make connections within the System Office and develop relationships across all departments.
• Assists with coordinating specific meeting needs as directed by the President and President’s Executive Assistant, which may include but is not limited to room reservations, technology needs, meeting materials, catering, restaurant reservations.
• Maintains a high-level working knowledge of the departments across System Administration.
• Assists with regular USPS mail addressed to the President.
• Manages the OOTP email account including tracking inbox activity, determining appropriate disposition of correspondence to appropriate departments for assistance with resolution, collecting responses, and following up with originating constituents where appropriate with a high degree of communications, professionalism and understanding of general operations at the System Office.
• Writes congratulatory notes on behalf of the President to CU internal constituents for recognition by the President for notable accomplishments, which may include actively identifying recipients by reading campus and System publications (CU Connections, Weekly emails from the Deans, and similar) and developing appropriate language to express recognition to the recipient.
• Prepares correspondence, notes and other written materials as needed on behalf of the President.
• Runs errands on behalf of the President which may include driving the President to meetings or events, picking up meals, moving vehicles, delivering work related documents or items to the President’s home as needed to support the most effective use of the CU System’s highest executive’s time.
• Purchases supplies for the Office of the President.
• Helps manage scheduling for conference rooms on the 8th floor (the Executive Suite for the CU System Offices).
• Assists with coordinating travel arrangements including airfare, hotel and accommodations, vehicle rentals, and event scheduling.
• Assists with preparing travel and other reimbursements for the President which may include complex and quickly moving travel.
• Annually, develops a plan and works with the Executive Assistant to the President to ensure the President makes appearances at a variety of campus’ activities including intercollegiate athletics games/meets/matches, musical and drama productions, and similar, rotating amongst the campuses to ensure balance between all the activities and campuses.
• Will require planning around complex, ever-evolving schedules of variety of events and variety of location
• Planning may be highly complex and will need to fit in with other events throughout the day
• Will require in-the-moment decision making and support if events change or are impacted by unforeseen happenings
• Will need to work with the President, constituents, and students of the events to determine the level of involvement, often requiring the President be briefed, introduced, and ready to represent CU as strongly as possible
• Success here will greatly impact engagement, enrollment, and potential philanthropy at all levels across CU and its campuses
• Manages special projects/tasks as assigned.
• Performs other duties as assigned.

Benefits

• No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.
• Disability, Life, Vision Insurance options.
• Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10%25 of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.
• Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.
• Ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.
• 6 weeks of parental leave to adjust to the joys of parenthood.
• A tuition benefit program for you and/or your dependents.
• Free RTD EcoPass and free onsite parking at our 1800 Grant Street Office.
• Many additional perks & programs with the CU Advantage.
• Additional taxable fringe benefits may be available.

What This Job Offers

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