Executive Assistant to Vice President, Administrative Services

Problem Solving/Advising:

• Research and advise all College personnel on administrative and financial policies procedures and processes.
• Provide recommendations and directives to resolve problems using critical thinking interpersonal and problem-solving skills.
• Provide input and recommendations to VPAS on operational issues related to the Administrative Services Division.
• Identify analyze and recommend changes/updates to policies procedures and forms for effective business processes.
• Provide Administrative Services employees customer service guidance.
• Research & resolve problems before they escalate and need to be taken to VPAS.
• Participate in VPASs senior leadership team meetings to record notes offer advice and provide input on issues discussed.

Budget/Financial Responsibilities:

• Budget determination for VPAS cost centers identifying trends and new/increasing expenses. Monitor budget-to-actual reports for regulation and planning purposes.
• Maintain the software licenses for the Administrative Services division; including payment of invoices and tracking of renewals.
• Coordinate the Mill Levy Certification submission process with the applicable counties.

Office Management:

• Along with the Assistant Vice Presidents Staff Executive coordinate all contract processing including reviewing and uploading of contracts into electronic approval system obtaining signatures from internal and external entities distribution of executed contracts and filing and archiving.
• Coordinate the implementation of and updates to the Colleges electronic contract approval and signature processes.
• Perform and/or coordinate general office duties such as paperwork processing mail receptionist duties electronic and hard copy filing.
• Provide administrative support for the Grants function. Support may include assisting in maintaining schedules of grant reporting due dates and assisting with report preparation and submission.
• Be the point of contact for contracted services for the VPAS office including external grant writing as needed.
• Provide advice guidance and problem resolution on a routine basis to employees as it relates to Financial Services using sound judgement leadership skills knowledge of College policies procedures and precedents.
• Review Policies and Procedures and make recommendations by identifying trends and promoting process improvement.
• Facilitate the policy/procedure reformation process for applicable Administrative Services documents.
• Serve as the VPAS Office liaison with legal counsel; draft needed correspondence schedule/attend meetings and track requested legal work.
• Organization and documentation for the Faculty Consultation process.
• Process payment documents including supplier invoice requests requisitions receipts spend authorizations expense reports and expense transfers; adhering to College policies and procedures.
• Assist/advise on the review of payment-related documents for the VPAS including official function requests individual membership requests international travel requests and requisitions.
• Verify update and submit audit and other required reports to external State and Federal agencies.
• Oversee the gathering and submission of Administrative Services items for the monthly Board of Trustees meetings.
• Provide day-to-day administrative assistance to the Vice President of Administrative Services including schedule management document filing correspondence follow-up and report/presentation development.
• Prepare reports and presentations for the VPAS using advanced Microsoft Word Excel and PowerPoint.
• Organize and respond to Fiscal Impact inquiries from the Colorado Department of Higher Education.
• Process all College business and music licenses.
• Update and edit the Administrative Services web pages and resource documents on MyAims as needed.
• Maintain the Google central time off and conference room calendars for Financial Services.
• Assist with the on-boarding of new employees to Administrative Services.
• Help plan organize and implement division and department-wide events including retreats strategic planning events and Convocation/Conversation Day activities.
• Office-wide file system management (hard files and electronic systems) general VPAS files including confidential personnel files.
• Determine the need and schedule/coordinate meetings and trainings.

Other Duties as Assigned

Minimum Qualifications:

• Associates Degree in related field; plus five (5) years of related progressively responsible office management experience or an equivalent combination of education and/or work experience.
• Intermediate Microsoft Office (word/excel) experience.
• Customer service experience.

Required Documents:

• Cover Letter
• Resume

Preferred Qualifications:

• Bachelors Degree in Business Business Administration Business Management Finance Accounting or other related fields.
• Experience with Higher Education.
• Experience with Workday Finance

All Applicants:

• Compare your previous work experience to the job duties listed on the job positing under job description. Enter the job duties you have performed under the Work Experience section on your job application. We evaluate your experience based on this information.
• Please make sure you state whether work experience (aka work history) is part time or full time employment by listing the average number of hours worked per week. This information is used to determine your new annual salary.
• Be sure to upload all the required documents listed at the above in Additional Job Description section. This can be uploaded as part of your application materials in the My Experience section. If there are missing documents your incomplete application will not be considered. Per the Colorado Job Application Fairness Act you may redact information that identifies age date of birth or dates of attendance at or graduation from an educational institution.