Executive Assistant​/Project Specialist

Executive Assistant/Project Specialist

Position within the Office of the Executive Vice Chancellor for Academic and Student Affairs of the University of Colorado Anschutz.

• 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, work groups, 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.

• 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 the 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…