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This position ensures the efficient day-to-day operation of the President’s office, and supports the work of management and other staff. Responsible for organizing and coordinating office operations and procedures and providing excellent service to all visitors.
30% Manages the President’s Office Front Desk:
Receptionist duties which includes walk-ins, phone calls, correspondence, and guest appointments includes: 1) ensures front desk is manned at all times and coordinates proper coverage; 2) answers main line and key staff lines for incoming calls and directs callers appropriately; 3) greets and screens visitors to the department using office protocol, contacts the relevant staff member for that visitor and makes sure they are directed appropriately; 4) responds to customer inquiries and complaints, and routes them to appropriate University staff.
Maintains the condition of the office to provide a professional, clean, and inviting reception area.
Maintains document tracking for all items that arrive for the President’s signature, or for the signature of others in the President’s Office.
40% General Office Management:
Provides support for President’s Office events including, but not limited to, Board of Trustees meetings and Cabinet meetings.
Maintains office services by organizing office operations and procedures; expedites correspondence; designs filing systems, orders and approves supply requisitions. Updates policy and procedures and departmental ORG Chart and contact lists. Arranges for necessary repairs.
Ensures the smooth flow of clerical work within the President’s Office by anticipating that projects meet deadlines. Maintains confidentiality of personal information.
Manages President’s Office conference rooms. Takes room reservations, sends guidelines to individuals who reserve the room. Assists with technology for meetings as needed. Maintains cleanliness and room setup.
Manages President’s Office work room. Assures copiers and other machines are in good working order and appropriately serviced.
5% Budget Management/Purchasing:
Purchases office supplies for the work room, and for staff members. Tracks office supplies and maintains budget ledger/record keeping of funds used for the President’s Office supplies. Responsible for purchasing in compliance with institution, state and federal fiscal rules. Identify and work with vendors appropriate for purchasing needs.
10% Supervision of Student Staff:
This position will serve as the primary supervisor and contact for work-study staff and will complete tasks delegated in this capacity as assigned. This position has primary responsibility for updating student job descriptions, recruiting, hiring, evaluating, and terminating student employees, general supervision, employee evaluations, and time card authorization. This includes coordinating with Human Resources and filling out the appropriate paperwork related to student employment, advertising open student employment positions, and meeting assigned deadlines. This position coordinates with other professional staff members in the office on projects they would like assistance from the student employees to complete.
15% Serves as Backup to Presidents Executive Assistant and/or President Office Staff as needed:
Provides back up assistance and project support to the President’s Office which also includes the Office of General Counsel, Office of Institutional Diversity and Office of Equal Opportunity.
Specifically provides support for the President’s Executive Assistant, providing coverage for that position when the Executive Assistant is out of the office. Back up assistance includes, but is not limited to: scheduling meetings; preparation of daily calendar and meeting materials; managing urgent travel arrangements/changes; coordinating daily meetings and activities with chief of staff.
• Bachelor’s degree
Or the equivalent combination of education and experience providing administrative support is required (one year of education is equivalent to two years of experience).
• At least two years of experience using Microsoft Office Suite that includes Word, Access, Excel and Outlook.
•Experience providing customer service.
•Error free written communication skills.
•Experience using office equipment, that includes: computer, voice messaging systems, Fax and photo copier.
• Two or more years of experience providing administrative support.
• Two or more years of experience supervising staff.
•Strong oral communication skills.
•Experience purchasing in compliance with State of Colorado Procurement rules and procedures.
•Experience managing a budget and conducting record keeping.
• Excellent attention to detail.
• Ability to communicate difficult/sensitive information tactfully.
• Resourcefulness and adaptability.
• Commitment to continuous process improvement initiatives and ability to solve problems creatively.
• Strong collaboration, negotiation and conflict-resolution skills.
• Poise and focus under pressure.
• Ability to inspire confidence to work independently and in support of department goals and business objectives.
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
References refers to a list of three professional references and their contact information.
Official transcripts, if applicable, will be required of the candidate selected for hire.
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