Project Specialist & Executive Assistant
University of Colorado, Aurora, CO, United States
Project Specialist & Executive Assistant
University of Colorado Anschutz; Department: Office of the Executive Vice Chancellor for Academic and Student Affairs.
Job Summary
This role blends project management expertise, operational coordination, and executive-level administrative support to the EVCASA/Provost. The role independently designs and applies project management methodologies, advises senior leadership on complex and strategic matters, and ensures alignment in advancing institutional priorities. It also manages day‑to‑day operations of the office, including email, calendar, communications, priorities, and executive-level documents.
Key Responsibilities
Project Management (50%)
Independently determines project management approaches, timelines, communication strategies, and tracking methodologies for cross‑unit initiatives.
Exercises judgment in prioritizing executive requests, escalating issues, and resolving conflicts related to scheduling, resources, and competing institutional priorities.
Supports planning and logistics for retreats, workgroups, and strategic planning sessions, including scheduling, preparing materials, documenting discussions, and summarizing next steps.
Plans and manages cross‑unit projects by defining tasks, coordinating and facilitating meetings, gathering stakeholder input, maintaining schedules and Gantt charts, and tracking progress toward established goals.
Coordinates cross‑functional project resources by maintaining resource allocation plans, aligning staffing with project schedules, and adjusting priorities as project needs evolve.
Supports procurement and onboarding of external vendors and contractors to meet project requirements.
Maintains project management systems, tracking tools, shared project folders, and reporting dashboards to ensure accurate documentation, transparency, and timely progress reporting.
Independently conducts research and analysis on higher education trends, accreditation and compliance requirements, and emerging policy developments, synthesizing insights into actionable recommendations that inform Provost strategic planning.
Provides general support to the EVC/Provost office, tracks priorities, gathers updates from units, and ensures information flows smoothly across teams.
Maintains and updates standard operating procedures, project templates, and workflow tools to improve efficiency and consistency within the office.
Develops and executes project communication plans, facilitates information sharing, updates, and follow‑up across campus units and stakeholders.
Creates high‑quality executive briefing materials, presentations, reports, and policy analyses that distill complex information into clear, strategic guidance for senior leadership and stakeholders.
Designs, standardizes, and continuously improves project management frameworks, tools, and reporting mechanisms used across the EVC/Provost office.
Monitors emerging issues by collecting relevant information and preparing initial notes or summaries for supervisors to review.
Executive Assistant (50%)
Monitors and manages the EVC/Provost email accounts, calendar, reviewing and triaging messages to ensure timely follow‑up.
Supports the effectiveness of the EVC/Provost office by managing projects and deadlines, including leading small to medium initiatives assigned by the EVC/Provost.
Conducts research and performs high‑level analyses to frame strategies that inform the EVC/Provost decision‑making on projects/initiatives, including drafting materials for presentations, correspondence, and fact checking.
Anticipates needs, tracks priorities, and maintains comprehensive to‑do lists to ensure the EVC/Provost has adequate time for key tasks and requests.
Creates and maintains organization charts for the Office of the EVC/Provost.
Tracks and follows up on action items from leadership meetings led by the EVC/Provost, including coordinating agendas and agenda planning.
Helps ensure implementation of programs developed and initiated by the EVC/Provost.
Ensures implementation and progress of programs and initiatives launched by the EVC.
Examines all forms and documents to ensure appropriate HR/Legal review and approval prior to submitting to the EVC/Provost for review and approval.
Determines the proper process and/or person to answer questions, resolve problems, and address issues for the most efficient resolution.
Serves as a liaison between the academic unit and other administrative offices on campus, within CU and other institutions.
Maintains positive and professional relationships with staff across chancellors', vice chancellors', and deans' offices.
Fosters collaborative internal and external relationships on behalf of the EVC/Provost.
Oversees the review, approval, and submission of Board of Regents items to the system office.
Performs ad‑hoc duties as designated by the EVC/Provost.
Work Location
Hybrid.
Benefits
Medical: Multiple plan options.
Dental: Multiple plan options.
Additional Insurance: Disability, Life, Vision.
Retirement 401(a) Plan: Employer contributes 10% of your gross pay.
Paid Time Off: Accruals over the year.
Vacation Days: 22/year (maximum accrual 352 hours).
Sick Days: 15/year (unlimited maximum accrual).
Holiday Days: 15/year.
Tuition Benefit: Employees have access to this benefit on all CU campuses.
ECO Pass: Reduced rate RTD Bus and light rail service.
Qualifications
Minimum Qualifications
Bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
Substitution: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year‑for‑year basis.
Three (3) years of professional project management/project support, or related experience in an academic setting.
Three (3) years of professional administrative or executive support experience.
Preferred Qualifications
Experience with program and project management, contributing to planning, execution, and delivery while supporting cross‑functional project initiatives.
Project Management Certification.
Experience working in a university environment.
Experience working in a confidential high‑stakes environment.
Experience managing executive calendars and coordinating meetings using tools like Outlook or Google Calendar.
Current University of Colorado employee.
Knowledge, Skills and Abilities
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Conditions of Employment
Must be willing and able to obtain a Project Management certification within the first year of employment. Costs associated with obtaining this certification may be covered by the University of Colorado Anschutz pending available budget.
Equal Employment Opportunity Statement
The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.
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University of Colorado Anschutz; Department: Office of the Executive Vice Chancellor for Academic and Student Affairs.
Job Summary
This role blends project management expertise, operational coordination, and executive-level administrative support to the EVCASA/Provost. The role independently designs and applies project management methodologies, advises senior leadership on complex and strategic matters, and ensures alignment in advancing institutional priorities. It also manages day‑to‑day operations of the office, including email, calendar, communications, priorities, and executive-level documents.
Key Responsibilities
Project Management (50%)
Independently determines project management approaches, timelines, communication strategies, and tracking methodologies for cross‑unit initiatives.
Exercises judgment in prioritizing executive requests, escalating issues, and resolving conflicts related to scheduling, resources, and competing institutional priorities.
Supports planning and logistics for retreats, workgroups, and strategic planning sessions, including scheduling, preparing materials, documenting discussions, and summarizing next steps.
Plans and manages cross‑unit projects by defining tasks, coordinating and facilitating meetings, gathering stakeholder input, maintaining schedules and Gantt charts, and tracking progress toward established goals.
Coordinates cross‑functional project resources by maintaining resource allocation plans, aligning staffing with project schedules, and adjusting priorities as project needs evolve.
Supports procurement and onboarding of external vendors and contractors to meet project requirements.
Maintains project management systems, tracking tools, shared project folders, and reporting dashboards to ensure accurate documentation, transparency, and timely progress reporting.
Independently conducts research and analysis on higher education trends, accreditation and compliance requirements, and emerging policy developments, synthesizing insights into actionable recommendations that inform Provost strategic planning.
Provides general support to the EVC/Provost office, tracks priorities, gathers updates from units, and ensures information flows smoothly across teams.
Maintains and updates standard operating procedures, project templates, and workflow tools to improve efficiency and consistency within the office.
Develops and executes project communication plans, facilitates information sharing, updates, and follow‑up across campus units and stakeholders.
Creates high‑quality executive briefing materials, presentations, reports, and policy analyses that distill complex information into clear, strategic guidance for senior leadership and stakeholders.
Designs, standardizes, and continuously improves project management frameworks, tools, and reporting mechanisms used across the EVC/Provost office.
Monitors emerging issues by collecting relevant information and preparing initial notes or summaries for supervisors to review.
Executive Assistant (50%)
Monitors and manages the EVC/Provost email accounts, calendar, reviewing and triaging messages to ensure timely follow‑up.
Supports the effectiveness of the EVC/Provost office by managing projects and deadlines, including leading small to medium initiatives assigned by the EVC/Provost.
Conducts research and performs high‑level analyses to frame strategies that inform the EVC/Provost decision‑making on projects/initiatives, including drafting materials for presentations, correspondence, and fact checking.
Anticipates needs, tracks priorities, and maintains comprehensive to‑do lists to ensure the EVC/Provost has adequate time for key tasks and requests.
Creates and maintains organization charts for the Office of the EVC/Provost.
Tracks and follows up on action items from leadership meetings led by the EVC/Provost, including coordinating agendas and agenda planning.
Helps ensure implementation of programs developed and initiated by the EVC/Provost.
Ensures implementation and progress of programs and initiatives launched by the EVC.
Examines all forms and documents to ensure appropriate HR/Legal review and approval prior to submitting to the EVC/Provost for review and approval.
Determines the proper process and/or person to answer questions, resolve problems, and address issues for the most efficient resolution.
Serves as a liaison between the academic unit and other administrative offices on campus, within CU and other institutions.
Maintains positive and professional relationships with staff across chancellors', vice chancellors', and deans' offices.
Fosters collaborative internal and external relationships on behalf of the EVC/Provost.
Oversees the review, approval, and submission of Board of Regents items to the system office.
Performs ad‑hoc duties as designated by the EVC/Provost.
Work Location
Hybrid.
Benefits
Medical: Multiple plan options.
Dental: Multiple plan options.
Additional Insurance: Disability, Life, Vision.
Retirement 401(a) Plan: Employer contributes 10% of your gross pay.
Paid Time Off: Accruals over the year.
Vacation Days: 22/year (maximum accrual 352 hours).
Sick Days: 15/year (unlimited maximum accrual).
Holiday Days: 15/year.
Tuition Benefit: Employees have access to this benefit on all CU campuses.
ECO Pass: Reduced rate RTD Bus and light rail service.
Qualifications
Minimum Qualifications
Bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
Substitution: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year‑for‑year basis.
Three (3) years of professional project management/project support, or related experience in an academic setting.
Three (3) years of professional administrative or executive support experience.
Preferred Qualifications
Experience with program and project management, contributing to planning, execution, and delivery while supporting cross‑functional project initiatives.
Project Management Certification.
Experience working in a university environment.
Experience working in a confidential high‑stakes environment.
Experience managing executive calendars and coordinating meetings using tools like Outlook or Google Calendar.
Current University of Colorado employee.
Knowledge, Skills and Abilities
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Conditions of Employment
Must be willing and able to obtain a Project Management certification within the first year of employment. Costs associated with obtaining this certification may be covered by the University of Colorado Anschutz pending available budget.
Equal Employment Opportunity Statement
The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.
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