Executive Assistant - Office Provost

The Community College of Denver (CCD) seeks candidates who demonstrate a strong commitment to fostering an inclusive learning and work environment and who can effectively work with students, families, faculty, instructors, and staff from diverse backgrounds. As a Hispanic-Serving Institution, CCD is dedicated to expanding access and opportunity for nontraditional students, supporting workforce development, and strengthening community partnerships that promote educational attainment and career success.

Serving a diverse student population, CCD values individuals who contribute to its mission of advancing social, civic, and economic vitality.

This position provides high level, confidential and complex administrative support to the Provost/Vice President for Academic Affairs and to the academic affairs division. This position relieves the provost of administrative details and performs administrative functions that require a thorough knowledge of Community College of Denver and Colorado Community College System policies and procedures. The position serves as liaison and uses discretion in the dissemination of information to faculty, students, staff and various constituencies served by CCD and Academic Affairs.

• Organize and complete varied and complex administrative duties for the provost while always maintaining CCD and employee confidentiality, and current knowledge of CCD guidelines and CCCS policies and procedures.
• Serve as a liaison and first point of administrative contact.
• Represent the Office of the Provost in communication with internal and external departments, organizations, and groups through a variety of modalities including phone, emails, meetings, one-on-one conversations.
• Direct calls and inquiries to the appropriate department or individual.
• Exercise initiative, judgement, and independence when problem solving.
• Manage the provost’s calendar including scheduling appointments and prioritizing activities and events.

• Schedule and organize provost meetings to include determining the most appropriate location, creating agendas and organizing background material. Keeps meeting minutes and provides archiving and organization as necessary. Provides administrative continuity in divisional meetings to capture notes and archive decisions.
• Compose, compile, curate, and prepare correspondence and documentation, pull data and create spreadsheets and reports, and related documents from rough draft or verbal instructions.
• Proofread documents prior to provost’s signature, including a wide variety of complex and confidential reports, letters, memorandums, and statistical charts.
• Establish and modify work processes for efficiency within the department.
• Coordinate travel arrangements for the provost.
• Perform special projects and assignments as requested.
• Monitor expenditures and reconcile budget for the department.
• Work with provost and CCD’s fiscal services to plan budgetary expenditures for the year.
• Review provost org budget requests and approves on behalf of provost for expenses under $3,000.

• Organize and complete varied and complex administrative duties for the Academic Affairs Division while maintaining CCD and employee confidentiality, and current knowledge of CCD guidelines and CCCS policies and procedures.
• Answer questions and provide information to campus faculty/staff and the public regarding Academic Affairs and policies
• Manage the Academic Divisional calendar including all divisional, college-wide, and CCCS-wide events, workflow reminders, and deadlines.
• Schedule and organize Academic Divisional meetings to include determining the most appropriate location; creating agendas and organizing background material. Keep meeting minutes and provide archiving and organization as necessary. Provide administrative continuity in divisional meetings to capture notes and archive decisions.
• Ensure divisional guidelines and standards of practice are accurate and up to date, and that appropriate reviews are conducted and tracked. Submit guidelines to Brain Trust for final approval after divisional approval is…