Executive Assistant to Deputy General Counsel

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
04 Jun 2018
End of advertisement period
02 Jul 2018
Ref
56589
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

Under Colorado law, the Board of Governors of the Colorado State University System (Board) exercises supervision and control over the Colorado State University System (System). The System is a body corporate of the State of Colorado and is composed of the following institutions: Colorado State University, Colorado State University – Pueblo, and Colorado State University – Global Campus. The Board has such powers, rights and privileges as are granted to it under Colorado law. The Board supports the institutions in their development as separate and distinct institutions through planning and resource development, and maintains each institution’s flexibility to address challenges and opportunities that arise as the institutions seek to fulfill their statutory missions.

The Office of General Counsel (OGC) protects and serves the legal interests of the Board, the System and its institutions. The OGC is comprised of three offices: the System office in Denver, Colorado; the CSU campus office in Fort Collins, Colorado; and the CSU-Pueblo campus office in Pueblo, Colorado. The lawyers employed in the OGC represent and provide legal services to the Board, the System and its institutions and organizations. The attorneys advise campus leadership and administrators in areas of higher education law, including litigation, transactional and other matters, based upon areas of expertise and practice. The attorneys also participate in general legal work handled by the Office of General Counsel. Each attorney is designated as a Special Attorney General for the purposes of representing the Board, the System and its institutions.

Position Summary

The Executive Assistant to the Deputy General Counsel at Colorado State University-Pueblo performs highly complex and responsible administrative and collaborative tasks within the daily operations of the General Counsel Office. Functions independently and provides organization and oversight of legal projects. Initiates and develops processes for efficient management of the office. Works in a fast pace environment with highly confidential matters and demanding multitasking. Uses independent judgment to manage office work flow and ensure compliance. Communicates with campus administration, faculty and constituents along with CSU System personnel.

Minimum Qualifications

Three years (full-time equivalent 40 hours/week) of administrative support experience as an executive assistant for senior administrators.

Be sure to outline how you meet the minimum qualifications in the Work Experience section of your application.

Substitutions

NA

Preferred Qualifications

The ideal candidate will be a dedicated, insightful professional with good judgment, empathy, patience, flexibility, positive outlook, attention to detail, and commitment to working as part of team. Additional preferred qualifications are as follows:

  • A completed college degree
  • Five or more years of experience as an executive assistant for senior administrators in a corporate, non-profit, higher education, or legal environment
  • Experience providing executive level administrative support including an effective methodology for tracking and prioritizing action items, monitoring the progression of key projects, and managing complex scheduling needs
  • Experience in a position that required working with and maintaining highly confidential information
  • Proficiency using a variety of current MS Office software including: Word, Excel, PowerPoint, Outlook as well as Office365/SharePoint, Adobe, file sharing software, and basic computer system knowledge
  • Demonstrated interpersonal and verbal communication skills, with the ability to maintain composure and a professional demeanor, encouraging collaboration with key stakeholders (e.g. faculty, administrators, peer institutions etc.)
  • Demonstrated professional written communication skills and experience providing proofreading
  • Strong customer service skills including the ability maintain positive interactions with administration, faculty, staff, and students
  • Ability to maintain flexibility and re-focus attention and efforts when priorities or deadlines change
  • Demonstrated ability to work independently and be self-motivated, taking initiative on projects/assignments with minimal supervision
  • Demonstrated strong organizational skills and proven ability to manage multiple priorities simultaneously while paying critical attention to detail
  • Demonstrated critical thinking skills in areas of process development and problem-solving

Essential Job Duties

Job Duty Category Project Oversight Duty/Responsibility

  • Specifies and tracks critical office deadlines
  • Acts as a liaison with other internal work units
  • Provides initial review of incoming work flow and advises Deputy General Counsel of matters of priority
  • Develops special projects to manage the effectiveness and efficiency of services provided by OGC that are essential to operations and organizational development
  • Maintains policy library and assists in policy review including communicating with campus departments regarding policies that need review and edits.
  • Manages the policy process work flow to assure steps are taken to insure policy development meets best practices and is consistent across the campus

Percentage Of Time 60

Essential Job Duties

Job Duty Category Communication and Research Duty/Responsibility

  • Communicates processes and policies of the General Counsel office to campus personnel and students
  • Creates documents by researching, composing, formatting, and proofing
  • Updates and maintains the OGC section of Colorado State University – Pueblo website

Percentage Of Time 20 Essential Job Duties

Job Duty Category Administrative Duty/Responsibility

  • Manages office inventory by monitoring and purchasing according to established procedures
  • Manages scheduling of meetings, appointments and travel, and processes expense reimbursements

Percentage Of Time 20

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience.
  • The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS

  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
    • Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES

  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.

NOTES

  • The selection process for State Classified positions may include an exam(s), which requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from humanresources@colostate.edu. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

DEPARTMENT CONTACT INFORMATION

  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).

EEO Statement

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 Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) 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 (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.