Project Specialist & Executive Assistant

Job Summary:

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 crossunit initiative. This includes conducting research and analysis preparing highquality executive materials providing expert analysis and implementing project management frameworks that strengthen alignment efficiency and datainformed planning across academic and administrative divisions.

In addition this role supports the daytoday operations of the EVCASA/Provosts office by managing email calendar communications and priorities preparing executivelevel documents and ensuring timely followthrough 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.

Supervision Received: Executive Vice Chancellor for Academic and Student Affairs Provost and Chief Academic Officer

Supervision Exercised: None

Key Responsibilities:

Project Management: 50%

• Independently determines project management approaches timelines communication strategies and tracking methodologies for crossunit 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 crossunit projects by defining tasks coordinating and facilitating meetings gathering stakeholder input maintaining schedules and Gantt charts and tracking progress toward established goals.
• Coordinate crossfunctional 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 followup across campus units and stakeholders.
• Create highquality 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.

Executive Assistant: 50%

• Monitor and manage the EVC/Provost email accounts calendar reviewing and triaging messages to ensure timely followup.
• 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 todo 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.

Work Location:

Hybrid this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings.

Why Join Us:

Why work for the University

We haveAMAZINGbenefits and offerexceptional amounts of holiday vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability Life Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

• Bachelors 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
  • Substitution: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelors 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.

Preferred Qualifications:

• Experience with program and project management contributing to planning execution and delivery while supporting crossfunctional 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.

Knowledge Skills and Abilities:

• 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.

Conditions of Employment:

• Must be willing and able to obtain a Project Management certification within the first year of employment. Costs associated with obtaining this certification may be covered by the University of Colorado Anschutz pending available budget.

How to Apply:

For full consideration please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references including name address phone number (mobile number if appropriate) and email address

Questions should be directed to: Mercy Booth

Screening of Applications Begins:

Applications will be accepted until finalists are identified but preference will be given to complete applications received by May 4 2026. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $67611 to $80000.

The above salary range (or hiring range) represents the Universitys good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal state and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity and we encourage individuals from all backgrounds to apply including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act please contact the Human Resources ADA Coordinator at .

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty staff students and visitors. To assist in achieving that goal we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and othervaccine preventable diseases. If you work visit or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work visit or volunteer addition if you work in certain research areas or perform certain safety sensitive job duties you must enroll in theoccupational health medical surveillance program.