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Established 1908

#25-21 Executive Assistant to the Assistant Vice President for Engagement & Extension and Deputy Director of Extension   arrow

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. We invite you to review Colorado State University’s Principles of Community that guide our mission and vision of access, teaching, service and engagement.

For more than 100 years, CSU Extension has been working with Colorado residents to improve profitability and sustainability of their agricultural businesses, enhance healthy choices, and augment community and personal well-being. CSU Extension provides national, research-based information and programming on a wide array of topics including 4-H youth development; individual, family, and community well-being; nutrition, food safety, and health; natural resources and water; and the agricultural areas of cropping systems, food systems, and livestock and range. CSU Extension is also a trusted resource for building and strengthening Colorado communities and leading discussions and initiatives on critical issues identified by our stakeholders. CSU Extension has a campus staff of over 60, approximately 90 campus faculty, and a field workforce of over 200 faculty and staff around the state working through regional centers and offices cooperatively established with county governments. Another 17,000 volunteers and community partners make CSU Extension possible. CSU Extension is administered by Colorado State University in cooperative partnerships with CSU’s eight colleges; the U.S. Department of Agriculture and other federal agencies; Colorado state agencies and municipalities; and dozens of nonprofit organizations. CSU Extension is supported by cooperative arrangements with nearly all of Colorado’s 64 counties through appropriations, facilities, staff, and other support.

The Office of Engagement and Extension (OEE) was organized in 2006 to advance CSU’s engagement and outreach missions. In addition to CSU Extension, OEE includes CSU Extended Campus (including CSU Online), the Colorado Water Center, and a variety of vibrant programs that engage the teaching, research, extension, and service missions of Colorado State University. The Vice President for Engagement and Extension (VPEE) is the principal administrative, academic, and fiscal officer for these divisions, reports to the CSU President, and works closely with the Provost/Executive Vice President. These divisions work collaboratively across all Colleges and offices on campus, and have strong engagement programs throughout Colorado, the Western US and globally. At any given time, OEE’s divisions include over 400 employees. The total of budgets for all divisions is approximately $85 million. OEE is one of the most institutionally comprehensive commitments to engagement and outreach among all land-grant and other universities. Propelled by OEE’s leadership, nationally CSU is a Carnegie Engaged University (2008, 2014), is a member of the Engagement Scholarship Consortium, is an APLU Innovation and Economic Prosperity University (2016), and is highly ranked for its online degree programs. Annually, CSU Extended Campus garners enrollments of over 10,000 learners and CSU Extension delivers approximately 500,000 educational contacts.

Colorado State University, a prestigious Carnegie Doctoral Research Very High University, was established in 1870 and remains inspired by its land-grant heritage and world-class faculty, staff and students. CSU enrolls approximately 33,000 on-campus undergraduate, graduate, and professional students, and is the largest employer in northern Colorado with more than 7,400 faculty and staff. Colorado State University is located 60 miles north of Denver in the beautiful city of Fort Collins.

APPLICATION PROCESS AND DEADLINE: For full consideration, all materials must be RECEIVED no later than 11:59 PM Mountain Time on Monday, September 20, 2021. Please submit the following to apply:

  • Resume
  • Cover letter
  • Transcript of college(s) course work showing degrees conferred. Please remove all references to birth date or social security number.
  • Special Required Documentation – Statement (no more than 5 pages) of how you meet all applicable “Required” and “Preferred” Job Qualifications. Please respond to each bullet point separately.

All applicants will be contacted approximately 15 working days after the deadline regarding their status. Next steps and interview dates will be shared to those moving forward. Four professional references will be requested of applicants that advance in the interview process. For questions regarding the application process, contact the Office of Equal Opportunity at (970) 491-5836 or email oeo@colostate.edu. For questions regarding the job vacancy, responsibilities, and salary, please contact Katie Dunker at (970) 305-0530 or Katie.Dunker@colostate.edu.

PURPOSE OF POSITION

The Executive Assistant to the Assistant Vice President for Engagement and Extension and Deputy Director of Extension provides senior leadership-level support of a substantial and confidential nature, managing the administrative functions of the Extension State Office. Reporting through the Assistant Vice President for Engagement and Extension, this position also has an informal reporting line to the OEE Operations Manager and is a member of the administrative support team that works together across departments in OEE. The Executive Assistant must exercise significant discretion and excellent judgment. Outstanding communication skills and attention to detail are necessary. Due to the high visibility, this position requires professionalism, customer service skills, and a welcoming office presence. This position also provides secondary administrative support to the Office of Engagement and Extension and Extension State Office personnel. Remote work is negotiable depending on the experience of the candidate.

ESSENTIAL JOB DUTIES

Administrative Support: 60%

  • Plan and prioritize the Assistant Vice President’s time and schedule. Field and respond to scheduling requests and manage calendar accordingly.
  • Research, organize, and manage materials to facilitate the AVP’s preparation for meetings with internal and external constituents. Research applicable policies, procedures, contacts, etc.
  • Determine priorities and directions regarding multiple requests; communicate regularly with and respond to university vice/associate presidents, deans and department heads, division and agency directors, commodity and organization directors, national-level Extension administrators and staff and legislators.
  • Monitor and organize arrangements for events, activities, and travel involving the AVP.
  • Help determine agenda for meetings by tracking topics and issues. Take minutes for meetings chaired by the AVP or Vice President where applicable.
  • Safeguards the confidentiality of the AVP by exercising discretion in communicating information to faculty members, staff, students, partners, and any internal and external partners served by OEE/Extension in handling administrative records, files, and other confidential items.
  • Responsible for various internal and external Office of Engagement and Extension communication and correspondence under the AVP’s signature.
  • Make travel arrangements according to OEE and University travel policies and procedures. Process travel reimbursements and expenditure reporting in a timely manner.
  • Provide assistance with OEE events such as Annual Forum (scheduling, communications, reservations, catering, etc.), and oversee student employee event support.
  • Serve as backup to other Executive Assistants supporting OEE senior leadership (Assistant Vice Presidents) as part of overall administrative support team.

Note: % of job assigned to this duty may be changed as the program develops.

Project Coordination: 20%

  • Serve as project coordinator and manager for AVP initiatives. Initiative examples may include Blueprint for Diversity, Faculty Status and academic unit/ Field School implementation, liaison to main campus initiatives, ex: Enrollment and Strategic Plan; professional development and OEE programming.
  • Support various OEE Standing Committees by coordinating logistics, scheduling, communication, membership management and assisting committee chairs with agenda preparation and tracking outcomes.
  • Effectively prepare and design as needed documents, spreadsheets, PowerPoint slides, to include production, editing, and delivery in a clear, timely and effective manner.
  • Lead development of project plans (deliverables, deadlines, schedule, task owners, dependencies, roles, costs, and communication plan) and provide updates on progress throughout the project. Prepare final project summary report showing outcomes related to the OEE strategic plan.

Note: % of job assigned to this duty may be changed as the program develops.

Operational Support and Supervision: 20%

  • Oversee front office in the Extension State Office, ensuring coordination of reception area coverage.
  • Build positive working relationships, effectively communicate, and provide clear and accurate guidance and information when addressing inquiries and/or concerns from internal or external departments and individuals.
  • Assist in coordinating and communicating with key stakeholders, external partners, and college administrators providing exceptional customer service ensuring projects and initiatives critical to OEE/Extension’s mission are efficiently handled with accuracy, exceptional attention to detail, and professionalism.
  • Interview, hire, train, and supervise the student office employees assigned to the State Extension Administration front office. Coordinate student employee projects as requested by Extension staff. Train student employees in answering incoming calls/procedures. Train on office equipment and office processes. Orientate new student employees to the people, departments, and work of the office. Assign work tasks, monitor workflow and performance. Verify hours worked and approve student employee Time Clock Plus entries.
  • Serve on OEE Search Committees as needed as search support.
  • Manage and maintain the Extension calendar of events, keep calendar updated regularly through OEE SharePoint Intranet calendar. Coordinate with OEE communication staff as needed.
  • Assist with coordination of Extension employee recognition processes and procedures as part overall OEE employee recognition nominations, applications, events, and other processes.
  • Other duties as assigned related to the operational success of strategic internal and external initiatives of the organization.

Note: % of job assigned to this duty may be changed as the program develops.

SALARY: The salary range for this position is $50,000 – $65,000. Starting salary will be commensurate with education and experience.

REQUIRED JOB QUALIFICATIONS:    

  • Bachelor’s degree from an accredited institution in business administration, liberal arts, communications, or relevant related field.
  • At least one year of professional experience as an Executive Assistant directly supporting a senior leader in a company, organization and/or public-oriented office.
  • Strong desktop skills in Microsoft Office suite with emphasis on Outlook, Word, PowerPoint, Excel, and Teams.
  • Ability to communicate (oral, written, and listening).
  • The successful candidate must be legally authorized to work in the United States by the proposed state date; CSU/Extension will not provide visa sponsorship for this position.
  • Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.

PREFERRED JOB QUALIFICATIONS:

  • Ability to work independently and identify and resolve problems efficiently and effectively.
  • Ability to maintain appropriate confidentiality while demonstrating professionalism, tact, and diplomacy in all interactions.
  • Strong organizational skills with demonstrated success coordinating multiple projects and tasks with attention to detail.
  • Proven ability to foster collaboration across diverse groups to meet organizational needs and objectives.
  • Previous experience with CSU administrative systems including Talent Management System (TMS) and Kuali Financial System (KFS).
  • Proficiency in academic terminology and experience working with high-level administrators.
  • Professional experience with, or knowledge of, Extension and the land-grant university system. Knowledge of protocol and procedures at levels of public service: i.e., national, state, county, as CSU Extension is a partner in each entity.

BENEFITS: Colorado State University is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas. https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf.

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services. The Acting Title IX Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 123 Student Services Building, Fort Collins, CO. 80523-0160, (970) 491-1715, titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Vice President for Equity, Equal Opportunity, and Title IX, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

BACKGROUND CHECK: Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

Application process and additional information may be obtained at http://jobs.colostate.edu/postings/92131