Executive Assistant To The Executive Vice President, Chief Operating Officer And Chief Finanical Officer

Engineering a world of possibilities

The Executive Assistant to the Executive Vice President (EA) is an administrative professional position reporting to the Executive Vice President, COO, CFO, and Treasurer (EVP) with the primary role of directly managing and supporting the EVP in their initiatives, operations, daily activities, events, projects, and communications in a high paced, highly complex organization. The position works independently as well as in conjunction with the EVP to provide professional direction, guidance, and interface between the EVP and internal and external constituencies. The EA is expected to act proactively and without much supervision, in addition to anticipating needs and following through on assignments. The EA has significant organization and prioritization mindset and skills. At times, the EA may attend meetings alongside the EVP or attend in their place and is a confidante, support, liaison to the EVP and helps to advance the initiatives of the EVP.

The EA provides high level proactive administrative support for the EVP and plans, organizes, prioritizes, and monitors activities associated with a variety of complex and dynamic initiatives of the EVP ensuring compliance with standards, deadlines, and other expectations. The position requires the exercise of independent judgment and action as well as requires a thorough knowledge of the university and expectations of the EVP. Skills include high level decision making, planning, organizing, monitoring, detail orientation, and collaboration in a high paced, highly complex organization.

The EA position coordinates all aspects of the Finance, Administration & Operations (FA&O) division matters to the Board of Trustees and its related committees including taking committee minutes, managing the agendas, managing meeting preparation, quality control, ensuring all material is accurate, timely, formatted correctly and loaded into the board portal, etc.

For more on the Finance, Administration and Operatiosn Division at Mines, please visit: https://www.mines.edu/administration-and-operations/.

Responsibilities:

The EA's primary role is to manage and support the initiatives, operations, and day-to-day activities of the EVP in a thorough, precise, collaborative and productive manner. This is achieved through a high level of planning, organizational skills, strong communication skills, setting priorities, and high-quality service skills. The EA is the confidant, liaison, and porter to the EVP.

The EA is also responsible for confidential and time sensitive materials and communications. The EA shall ensure that the members of the EVP's leadership team have access to the EVP, are properly involved in the decision-making process and are familiar with various issues involving Finance, Administration and Operations. The EA monitors and coordinates the EVPs leadership team's activities with the EVP ensuring timeliness and quality. The EA is responsible for the timely and appropriate responses to issues presented to the EVP Office.

The EA conducts research, analyzes findings and reports on them as appropriate. The EA handles confidential and sensitive materials, as well as those that require analyzing before composing detailed responses to the EVP or others. The EA functions in a highly organized and proactive manner ensuring details are addressed, follow-up is done and noted, and follow-through is evident.

Within the set of broad responsibilities, the EA is specifically responsible for, but not limited do:

Executive Support

The EA provides direct management and support of the EVP, his/her initiatives, projects, day-to-day activities and other matters. The EA manages and supports the EVP in an organized, detail oriented, collaborative, proactive and effective manner with the goal of minimizing administrative matters of the EVP and keeping the EVP apprised of related and relevant issues. Day to day responsibilities include but are not limited to scheduling, time management, expense reporting, budget tracking, coordination with other executive administrators, coordination with the EVP's direct reports, ensuring daily and critical communications are addressed timely, and others as assigned. Also provides scheduling support for the Deputy CFO.

Board of Trustee meetings and Board Committee meetings

The EA position coordinates all aspects of the FA&O division matters to the Board of Trustees and its related committees including taking committee minutes, managing the agendas, managing meeting preparation, quality control, etc. The EA in support of the EVP will compile materials for the Board of Trustees' and their committees' meetings ensuring that the documents, presentations and materials are timely, accurate, complete, inclusive and professionally formatted.

Presentations and other materials

With a working knowledge and ability to read and understand financial information, the EA 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.

Budget and Expense Reporting

The EA manages numerous budgets on behalf of the EVP; operating, restricted funds and auxiliary. The EA develops the quarterly forecasts for each type of budget and expends and tracks funds ensuring alignment with the forecast and budget.

The EA coordinates and submits the EVP's expense reporting as well as reviews expense reporting that requires the EVP's approval prior to the EVP's review.

Communications, Documents

The EA reviews and screens communications for the EVP including telephone calls and email using sound judgments to determine those requiring priority as well as takes action where appropriate.

The EA is responsible for providing a consistent presence in Finance, Administration and Operations as well as timely and appropriate responses to issues presented to the EVP office.

The EA serves as the staff liaison to a variety of external constituents on a daily basis. These may include the Board of Trustees for the Colorado School of Mines, The Office of the Governor, Colorado Commission of Higher Education, Colorado Legislative Services, Joint Budget Committee, Office of the State Auditor, City of Golden and higher education institutions in and out of Colorado.

Initiatives, Events and Projects

As needed, the EA manages events, initiatives and projects independently with minimal guidance from the EVP representing the goals, mission, strategy, professionalism, values and other tenets of the EVP and the Colorado School of Mines. The EA manages the EVP Administration and Operations website and monitoring all other FA&O websites ensuring that they are current, relevant, and properly formatted information. The EA works with others to ensure same with related web pages. The EA coordinates mass electronic and printed communication and notifications as needed.

Minimum Qualifications:

• A bachelor's degree or progressive administrative experience in a professional or administrative setting equivalent to a degree with appropriate progression in responsibility are required.Substantial professional organizational skills in a complex organization, with experience in providing support, professional guidance, direction, and interfacing with an executive level position.

• Detail orientation ensuring accuracy and content validity.

• 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.

• Experience supporting the initiatives, operations, and daily activities for an executive level position.

• Ability to work effectively and collegially within a complex academic community and interfacing with a wide range of constituencies.

• Excellent written and verbal communications and interpersonal skills.

• Ability to work with confidential and sensitive materials and information.

• Experience with budget management and analyzing financial reports.

• Ability to compose professional-quality documents including letters, meeting minutes, presentations, and reports.

• Demonstrated proficiency in general technology, word processing, spreadsheet, and database management skills in a Windows environment.

Preferred Qualifications:

• Significant experience in higher education or a non-profit environment.

• Ability to work highly effectively in a remote manner.

Salary and Benefits

$77,000 -$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, vision and dental plan 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 on-campus Recreation Center (fitness classes and training, swimming pool and more), equipment rentals through the Outdoor Rec Center, the Colorado State Employee Assistance Program (CSEAP), and backup child and elder care. Coming soon is an on-campus daycare center. For more information about benefits at Mines, go to 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

References will not be contacted until later in the selection process and you will be informed before that contact is made.

This posting will close July 8, 2024 at 11:59 p.m. Applications will not be accepted after that date.

Mines welcomes everyone to our team; in your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). If you need reasonable accommodation at any point in the application or interview process, please let us know.

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, cultural awareness 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 diverse and inclusive community, where our different perspectives, experiences and cultures 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, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse 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 inequity or concerns for safety.

Colorado's premier engineering and applied science university for 150 years and counting