Project Specialist & Executive Assistant

University of Colorado•Aurora, CO

1d•Hybrid

About The Position

The Project Specialist & Executive Assistant provides a blend of project management expertise, operational coordination, and executive-level administrative support to the CU Anschutz Office of the Executive Vice Chancellor for Academic and Student Affairs (EVCASA)/Provost. This role independently designs and applies project management methodologies, advises senior leadership on complex and strategic matters, and ensures alignment in advancing institutional priorities by providing guidance in complex cross‑unit initiative. This includes conducting research and analysis, preparing high‑quality executive materials, providing expert analysis, and implementing project management frameworks that strengthen alignment, efficiency, and data‑informed planning across academic and administrative divisions. In addition, this role supports the day‑to‑day operations of the EVCASA/Provost’s office by managing email, calendar, communications, and priorities preparing executive‑level documents, and ensuring timely follow‑through on priorities and commitments. This role serves as a strategic operations partner to the EVC/Provost, managing executive workflows, priorities, and complex initiatives requiring independent judgment and discretion. This role acts as an institutional liaison on behalf of the EVC/Provost, representing the office in sensitive discussions and coordinating resolutions across multiple stakeholders.

Requirements

Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
Three (3) years of professional project management/ project support, or related experience in an academic setting.
Three (3) years of professional administrative or executive support experience.
Applicants must meet minimum qualifications at the time of hire.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.

Nice To Haves

Experience with program and project management, contributing to planning, execution, and delivery while supporting cross‑functional project initiatives
Project Management Certification.
Experience working in a university environment.
Experience working in a confidential high-stakes environment.
Experience managing executive calendars and coordinating meetings using tools like Outlook or Google Calendar.
Current University of Colorado employee.

Responsibilities

Independently determines project management approaches, timelines, communication strategies, and tracking methodologies for cross‑unit initiatives.
Exercises judgment in prioritizing executive requests, escalating issues, and resolving conflicts related to scheduling, resources, and competing institutional priorities.
Support planning and logistics for retreats, workgroups, and strategic planning sessions, including scheduling, preparing materials, documenting discussions, and summarizing next steps.
Plan and manage cross‑unit projects by defining tasks, coordinating and facilitating meetings, gathering stakeholder input, maintaining schedules and Gantt charts, and tracking progress toward established goals.
Coordinate cross‑functional project resources by maintaining resource allocation plans, aligning staffing with project schedules, and adjusting priorities as project needs evolve.
Support procurement and onboarding of external vendors and contractors to meet project requirements.
Maintain project management systems, tracking tools, shared project folders, and reporting dashboards to ensure accurate documentation, transparency, and timely progress reporting.
Independently conduct research and analysis on higher education trends, accreditation and compliance requirements, and emerging policy developments, synthesizing insights into actionable recommendations that inform Provos strategic planning
Provide general support to the EVC/Provost office, track priorities, gather updates from units, and ensure information flows smoothly across teams
Maintain and update standard operating procedures, project templates, and workflow tools to improve efficiency and consistency within the office.
Develop and execute project communication plans, facilitate information sharing, updates, and follow‑up across campus units and stakeholders.
Create high‑quality executive briefing materials, presentations, reports, and policy analyses that distill complex information into clear, strategic guidance for senior leadership and stakeholders.
Design, standardize, and continuously improve project management frameworks, tools, and reporting mechanisms used across the EVC/Provost office
Monitor emerging issues by collecting relevant information and preparing initial notes or summaries for supervisors to review.
Monitor and manage the EVC/Provost email accounts, calendar, reviewing and triaging messages to ensure timely follow‑up.
Support the effectiveness of the EVC/Provost office by managing projects and deadlines, including leading small to medium initiatives assigned by the EVC/Provost.
Conduct research and perform high-level analyses to frame strategies that inform the EVC/Provost decision-making on projects/initiatives including drafting materials for presentations, correspondence and fact checking.
Anticipate needs, track priorities, and maintain comprehensive to‑do lists to ensure the EVC/Provost has adequate time for key tasks and requests.
Create and maintain organization charts for the Office of the EVC/Provost
Track and follow up on action items from leadership meetings led by the EVC/Provost including coordinating agendas and agenda planning
Help ensure implementation of programs developed and initiated by the EVC/Provost
Ensure implementation and progress of programs and initiatives launched by the EVC.
Examine all forms and documents to ensure the appropriate HR/Legal review and approval prior to submitting to the EVC/Provost for review and approval.
Determine the proper process and/or person to answer questions, resolve problems, and address issues for the most efficient resolution.
Serve as a liaison between the academic unit and other administrative offices on campus, within CU and other institutions.
Maintain positive and professional relationships with staff across chancellors’, vice chancellors’, and deans’ offices.
Foster collaborative internal and external relationships on behalf of the EVC/Provost
Oversee the review, approval, and submission of Board of Regents items to the system office.
Perform ad-hoc duties as designated by the EVC/Provost.