Executive Assistant

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Job Summary

The University of Colorado Boulder Police Department (CUPD) is now accepting applications for an Executive Assistant to the Police Chief! This role is responsible for a broad range of professional-level, administrative duties which includes providing strategic, logistical, and technical administrative support, coordinating administrative functions between CUPD and the University, as well as providing professional administrative oversight for key CUPD initiatives and governance committees. The position manages the day-to-day demands of the Chief and Deputy Chief and in doing so may support other leadership or offices the Chief is working with. The position will also coordinate with the Department of Public Safety's Business Services Manager for the key operations and events.

The Executive Assistant acts independently and exercises initiative to achieve organizational goals and objectives, communicates effectively, orally and in writing, maintains confidentiality, and establishes and maintains positive working relationships within CUPD and across the campus, especially with the various offices that CUPD interacts with regularly, primarily with other executive assistants but also as appropriate with those the other executive assistants serve. The Executive Assistant is able to manage long-term assignments, has effective analytical and problem-solving skills, works well under pressure, and has the ability to handle complex, multiple, concurrent tasks. This position is expected to professionally manage highly confidential and sensitive information and documents encountered in the role.

Overall, to function as a member of the CUPD leadership team, this position needs to have an interest in the various efforts, services, and projects of CUPD, and in the general working relationships that the Chief maintains in representing the work of CUPD.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The members of the University of Colorado Boulder Police Department (CUPD) are dedicated to providing the highest quality police services in order to improve community safety, protect life and property, and reduce crime and the fear of crime. To do this, we pledge to develop a partnership with the community, to lead a community dedication to resolve problems, and to improve the quality of life for all CU affiliates through fair and impartial, transparent, and consistent policing. . The CUPD is a full-service police agency with 46 sworn and 36 non-sworn employees providing community-based public safety services to a diverse community of 36,000 affiliates 24 hours a day, seven days a week, all year long. Every year the department responds to approximately 20,000 calls for service and ensures the safety and security for all of their PAC-12 Conference athletic events with attendance at football games exceeding 50,000 fans. Patrolling the campus by foot, bicycle, motorcycle, and vehicle, the CU Boulder Police work diligently with the University community and surrounding agencies to ensure a timely and coordinated law enforcement response.

Learn more about our community: CU Student Involvement in CUPD Recruitment, Collaboration with the Campus Community, and our recent national accreditation.

What Your Key Responsibilities Will Be

Executive Assistant to the Chief of Police and Deputy Chief

• Prioritize business that requires attention/action based on briefing from both positions on developing and ongoing issues.

• Write and edit communications and correspondence. Assists in recording of action items from meetings and tracking deadlines.

• Manage and coordinate calendars across the department, including determining appropriate referral for follow-up, response window and scheduling follow-up meetings if needed.

• Fields incoming telephone calls and manages travel arrangements.

• Responsible for daily schedule decision making and problem resolution in a professional, effective manner.

• Develop a detailed understanding and knowledge of what leadership team members do, including priorities, projects and ongoing efforts and relationships.

• Work with sensitive material and applies discretion when dealing with related topics and issues.

• Principal administrative contact and liaison between the CUPD's office and other academic and administrative offices of the University.

• Assist with presentation preparation for the Chief and prep for all manner of presentations as well as meeting logistics - schedule room, any resources, A/V, copies of materials, etc.

Meetings and Committees Coordinator

• Provide executive assistance to various oversight and coordinating committees and/or special committees as directed by the Chief.

• Assistance includes preparing agendas, scheduling meetings, creating, and posting of meeting minutes either to Microsoft Teams or the campus web site, coordinating members and providing an orientation to new members as needed. These meetings often require confidentiality and a degree of discretion along with an understanding of university dynamics.

• Develop and maintain of department rosters, email lists, on-call lists, and other organizational documents used by leadership.

• Support department hosted meetings, special events, visitor support, awards and retiree recognitions, hosted training courses, and other projects, as assigned.

• Collaborate with department leadership for developing and organizing large department and community events.

• Provide direct support for the operations division with inventorying business and equipment supplies, making purchases and coordinating with vendors to ensure continuity of operations, updating materials and schedules, and assisting department members by using department travel and purchasing systems.

• Coordinate and prepare the weekly meeting agendas, taking notes throughout the meeting as needed, following up with action items, analysis of data and information, development of reports, and scheduling. Ensure CUPD's Microsoft Teams site is up-to-date and makes changes per the needs of the leadership team.

• Be responsible for documentation management and the knowledge repository.

Other Duties

• Some duties will include overtime, weekends, and holidays.

What You Should Know

• This position works Monday - Friday and may be required to work evenings and special events or emergencies as needed.

• This position will require a background investigation including completion of a personal history questionnaire, criminal background check, integrity interview, fingerprinting, and a reference check.

• This position is designated as Essential Services meaning you may need to report to work during a campus closure if requested by your supervisor.

• This position is designated as a Campus Security Authority.

• This position operates University vehicles and requires active Driver's License.

What We Can Offer

The salary range for this position is $56,000 - $65,000 annually.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be courageous. Be strategic. Be Boulder.

What We Require

• BA/BS degree from an accredited institution. A combination of education and/or related experience may substitute for the degree.
• 3 years of experience as an executive assistant or providing high-level administrative support.

What You Will Need

• Proficiency with MS Office (especially Word, Excel, PowerPoint, and Outlook CUPD email and calendaring) and using the internet to perform research.

• Proficiency with Microsoft Teams for sharing documents and coordinating work Proficiency with using web content management systems for publishing textual information web sites.

• Ability to use a department issued laptop computer and cell phone at their home.

• Capable of responding to support the Chief or Deputy Chief during non-business hours when urgent or critical incidents arise.

• May be required to work in other areas and with other agencies or police departments as needed due to operational needs and unforeseen circumstances.

• Excellent oral/written communication skills and interpersonal skills.

• Excellent organizational and time management skills.

• Strong attention to detail and accuracy.

• Demonstrated good judgment, diplomacy, tact and professionalism.

• Ability to handle highly sensitive and confidential information with appropriate discretion.

• Ability to multi-task and prioritize complex tasks and adapt to shifting priorities in a fast-paced environment.

• Ability to exercise independence and autonomy in performing duties while maintaining an ongoing communication/dialog with the Chief and Deputy Chief.

• Performs well under pressure.

• Ability to take initiative to cultivate information about important institutional and department relationships and use information to assist the Chief in implementing the strategic objectives of CUPD.

• Must possess effective problem-solving skills and ability to anticipate executive needs for information and administrative support.

What We Would Like You to Have

• 3+ years of experience in an executive assistant role serving a high-level administrator or executive.

• Skills with Microsoft Office Suite, diagram software such as Visio, productivity or task management tools, collaboration software such as Microsoft Teams, and Adobe Creative Suite or ability and willingness to acquire such skills with training.

Special Instructions

To apply, please submit the following materials:

• A current resume.
• A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by May 12, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Essential Services

This position is designated "essential services." The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man-made event) and report to work for his / her regularly assigned shift during emergency campus closures.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu