Executive Assistant to the Vice President of Student Life

Colorado School Of Mines
$ 74,000 - $86,400
paid holidays, retirement plan, remote work
United States, Colorado, Golden
Apr 16, 2025
Executive Assistant to the Vice President of Student Life Posting Number: JR106501 Location: Colorado Engineering a world of possibilities The Executive Assistant (EA) to the Vice President of Student Life is an administrative faculty position with the primary role of directly managing and supporting the VP in their initiatives, operations, daily activities, events, projects, and communications. The position works independently as well as in conjunction with the VP and the Student Life Senior Staff Team to provide professional direction, guidance, and interface between the VP and internal and external constituencies. The EA acts autonomously, managing projects from inception to completion without much supervision, anticipating needs, and following through on assignments. The EA is a creative 'self-starter' who regularly seeks and provides feedback to their supervisor and peers. The EA has significant organization and prioritization skills, excellent attention to detail and deadlines, and is a superb communicator. At times, the EA may attend meetings alongside the VP or attend in their place and is a confidant and liaison to the VP. As a designee of the VP, the EA must be adept at working with students, staff, faculty, and external contacts, ensuring that communication style and approach are appropriate to the audience. Given the student-serving focus of the division of Student Life, the EA is a student affairs professional who is competent at providing empathic support to Colorado School of Mines students. The EA is adept at ensuring that others feel heard and validated, while also standing firm and in support of institutional policy and/or decisions. Colorado School of Mines enrolls a unique population of students at the undergraduate and graduate levels. The EA must have experience and skills in working with an array of individuals and groups and must nuance their approach to support student experiences and outcomes. The EA must also be skilled at diffusing conflict and must be able to handle highly confidential information. The EA is responsible for monitoring Student Life budget(s) and manages fiscal and administrative processes and approvals on behalf of the VP. The EA drafts and prepares written and visual presentations for the VP. As such, the position requires the exercise of independent judgment and action as well as a thorough knowledge of the university and the expectations of the VP. As a member of the Student Life Senior Leadership Team, the EA works alongside colleagues to advance various divisional initiatives and executes identified priorities. Working collaboratively, the EA supports VP-level and divisional events, activities, and communications. Skills include excellent written and verbal communication skills, the ability to serve in a leadership capacity for projects and initiatives, a very high level of attention to detail, planning, organizing, and event/meeting planning skills. This is an in-person (Golden, CO) role. While limited remote work may be approved candidates should be prepared for full time in-office work on a regular basis. Primary Responsibilities The EA's primary role is to manage and support the initiatives, operations, and day-to-day activities of the VP in a collaborative and productive manner. This is achieved through a high level of planning, organizational skills, setting priorities, and high-quality service skills. The EA ensures that leaders within the Division of Student Life have appropriate access to the VP, are properly involved in the decision-making process and are familiar with various issues impacting Student Life functions and the student experience at Mines. The EA is responsible for the timely and appropriate responses to issues presented to the VP Office. The EA conducts research, analyzes findings, and reports on them to others. The EA handles confidential and sensitive materials, as well as those that require analyzing before composing detailed responses to the VP or others. The EA proactively addresses critical details for projects and/or events, completes and records appropriate follow-up tasks, and generally follows through on expectations. Within the set of broad responsibilities, the EA is specifically responsible for, but not limited to: Executive Support Provides direct management and support of the VP, his/her initiatives, projects, day-to-day activities and other matters. Manages the VP's calendar and related administrative functions, including travel, and supports the VP in a collaborative, proactive, and effective manner to minimize routine administrative matters of the VP while keeping the VP apprised of related and relevant issues. Guides the VP's workflow, creating systems to identify recurring and/or cyclical projects and/or decisions that require the VP's attention and structuring the VP's calendar and time appropriately to address these needs. Uses data to inform the work and is comfortable with basic data collection and analysis techniques. Meetings & Presentations Reviews, prepares, and summarizes reports, PowerPoint presentations and other documents as necessary ensuring that the documents, presentations, and materials are timely, accurate, complete, inclusive, and professionally formatted. Coordinates events and meetings for the VP and division of Student Life, including setting agendas, preparing materials in advance, scheduling and attending to all event/meeting logistics. Authors concise briefing documents for the VP that address a variety of topics for recurring and ad hoc meetings. Budget & Expense Reporting Manages numerous budgets on behalf of the VP, including operating, restricted funds, and auxiliary accounts. Develops quarterly forecasts for each budget and expends and tracks funds, ensuring alignment with the forecast and budget. Coordinates and submits the VP's expense reporting as well as reviews expense reporting that requires the VP's approval prior to the VP's review. Student Life Administrative Liaison and Process Manager Serves as a primary liaison between Student Life and key administrative units within the university. Ensures that internal Student Life processes are effectively coordinated and in adherence with university standards, and effectively communicates with employees across the division so that others are appropriately informed about relevant administrative processes. Leads the development of systems for enhancing the efficiency of administrative processes, in coordination with other units and the VP. Likewise, the EA provides insights to the VP about university-level administrative functions impacting the division and the student experience, makes recommendations for process improvement, and executes changes accordingly. Communications Reviews and screens communications for the VP including telephone calls and emails, using sound judgment to determine those requiring priority as well as acts where appropriate. The EA responds to and initiates select correspondence on behalf of the VP, ensuring that content is accurate that and voice and framing is appropriate for the audience. Provides consistent presence in the Student Life Office, as well as timely and appropriate responses to issues presented to the VP office. Serves as a liaison to a variety of external constituents. These may include the Board of Trustees for the Colorado School of Mines, students' parents, donors, vendors, and contractors, the Colorado Commission of Higher Education, and other higher education institutions in and outside of Colorado. Initiatives and Projects Leads initiatives and projects independently with minimal guidance from the VP, engaging other campus departments and colleagues as necessary to complete the work. The EA is comfortable making decisions and taking action, but is also able to determine which issues should be brought to the Senior Leadership Team and/or the VP for consideration. Completes projects within the anticipated timeframe, regularly reporting out to the VP and other key stakeholders and delivering on anticipated outcomes. Manages the Student Life website and monitors all other Student Life websites, ensuring that they are current, relevant, and properly formatted. The EA coordinates mass electronic and printed communication and notifications as needed. Minimum Qualifications Substantial experience using professional management skills in a complex organization, with experience in providing support, professional guidance, direction, and interfacing with an executive-level position or a role/team with similar responsibilities and wide-ranging organizational impact to an executive-level position. Experience independently leading projects from inception to completion, liaising with internal and external stakeholders and deliver on intended project outcomes within the anticipated timeframe. Experience with high-level decision-making, planning, organizing, monitoring, prioritization, and collaborating. Experience ensuring compliance with standards, deadlines, and established expectations. Experience conducting research, analyzing results, and report writing. Experience creating, reviewing, and developing documents, presentations, and materials. Knowledge of financial reports, practices, and procedures. Ability to work effectively within a complex academic community and successfully interface with a wide range of constituencies. Ability to adapt to change and thrive in a fast-paced, innovative environment. Excellent written and verbal communication and interpersonal skill and experience working with confidential and sensitive materials and information. Experience must include composing professional-quality documents including letters, meeting minutes, presentations, and reports. Experience with budget management and analyzing financial reports. Demonstrated proficiency in general technology, word processing, spreadsheet, and database management skills, particularly the MS Office Suite. Experience in higher education is strongly preferred but not required. Salary and Benefits $ 74,000 - $86,400 Mines takes into consideration a combination of candidate's education, training and experience as well as the position's scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes: Flexible health and dental care options Generous sick/vacation time: 13 paid holidays per year - including a week-long winter break for entire campus. Fully vested retirement plan on first day of employment, with generous employer contribution Tuition benefits (6 credits per year for employees, 50 percent discount for dependents) Free RTD Ecopass All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. How to Apply Applicants must: Complete an online application (personal information, demographic information, veteran status) Upload a resume or CV Upload a cover letter Upload a writing sample of 500 words or less responding to this prompt: The EA serves as an institutional leader for both the VP and the division of Student Life. Please describe your professional philosophy as it relates to leadership as an Executive Assistant, and how your prior roles/experiences have led you to adopt this philosophy. Candidates must be currently authorized to work in the United States. References will not be contacted until later in the selection process and you will be informed before that contact is made. Application review will begin May 5, 2025. This posting will remain open until filled and may close without notice. For best consideration, apply by May 4, 2025 at 11:59 p.m. as applications received after that date may not be reviewed. It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at hr@mines.edu or 303.273.3250 for assistance. Successful Completion of a Background Investigation is Required for this Position. About Mines & Golden, CO When the world looks for answers, the world looks to Mines. Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines' scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023). Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds. At the same time, Mines faculty members are pushing their fields in new directions, whether that's manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 "Very High Activity" research institution by Carnegie, a notable feat for any university but particularly one of our size. That size - roughly 7,000 undergraduate and graduate students - also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact. Community Alliance groups bring together employees for professional development, networking, and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus - nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few. And don't get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails - and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play. Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world's problems and educating the next generation of change makers? Are you an individual who values a community where our individual perspectives and experiences enrich the educational and work experience? Look to Mines. Equal Opportunity Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses. Mines' commitment to nondiscrimination, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a talented student body and workforce. Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequality or concerns for safety. Colorado's premier engineering and applied science university for 150 years and counting Apply online at https://mines.wd1.myworkdayjobs.com/en-US/Mines_Careers/job/Colorado/Executive-Assistant-to-the-Vice-President-of-Student-Life_JR106501 jeid-bf237c058c8be147a3381f5f2b7029c7