Administrative Assistant, School of Education

Metropolitan State University of Denver
tuition reimbursement
United States, Colorado, Denver
Jan 14, 2025
DepartmentSchool of Education About the University MSU Denver enrolls over 16,000 students, where nearly 60% are first generation and over 55% are students of color. Located in downtown Denver, we are a designated Hispanic Serving Institution that also offers graduate programs (gHSI) and the only Seal of Excelencia certified institution in Colorado. As the third largest institution of higher education in Colorado and the only institution with an open access mission, MSU Denver is a model university for today's students. The University serves the most diverse undergraduate student population in the state, as well as the most first-generation students. Through affordable, flexible, and holistic education, MSU Denver helps students build essential skills grounded in a multicultural and global perspective that lead to undergraduate and graduate degrees, and career and life success. About the School of Education The School of Education at MSU Denver prepares people who will "Teach, Lead, and Transform." MSU Denver's School of Education develops excellent teachers and educational leaders who engage in reflective practice and scholarly activity, and who are ethical decision makers and agents of social change. We provide an intellectually rigorous, culturally relevant curriculum that fosters pedagogical expertise, cultivates critical thinking, and promotes imagination. We acknowledge the present and historical systems of oppression and marginalization that permeate all levels of society and believe these structures of power and privilege need to be deeply understood by all members of our SOE community. We are committed to actively dismantling these systems and barriers within our SOE, and value lived experience that supports this work. Position Summary The Administrative Assistant manages the day-to-day functions and supports the responsibilities of the office of the Associate Dean of the School of Education (SOE) and the Assistant Dean in the Office of Clinical Experiences and Partnerships (OCEP), which supports all students through their clinical experiences (i.e., field experiences, student teaching, and/or residency) with the goal of providing innovative support to the PreK-12 education community. This position manages data, projects, and communications to assist the SOE to achieve the school's diversity, equity, and inclusion vision and mission. This role also manages and supports the use of technology business applications for improving productivity and inclusion in the SOE, collaborates closely with Human Resources, supports effective internal communications to a diverse population, and is the curator of SOE policies. Responsibilities Administrative Support to the Associate Dean and Assistant Dean - 25% Administrative Support SOE Associate Dean and Assistant Dean of Office of Clinical Experiences and Partnership (OCEP) Assists with recruitment and retention efforts Assists with calendar management when needed for the Dean and Associate Dean Serves as a backup support for the Dean's administrative assistant Supports data entry (e.g., Workday) for OCEP Manages ad hoc SOE projects as assigned by the Associate Dean by developing project plans, managing deadlines, identifying potential challenges and solving problems that arise, thinking through possible budgetary needs, and communicating with appropriate parties SOE Processes Manages SOE event calendar Manages SOE organizational chart Implements design and content updates to the School of Education Faculty and Staff SharePoint site in consultation with SOE's communications lead Maintains current SOE committee and task force memberships Takes and manages minutes for SOE Dean's Cabinet meetings Oversees SOE Policy Organization and collects, organizes, edits, formats, and manages all SOE policy materials Social Media and Communication Support - 25% Coordinates School of Education (SOE) marketing efforts and supports effective communication under direction of the SOE communications lead by Creating, managing, and executing all SOE social media posts to maintain a strong and consistent presence for the SOE with a focus on inclusivity and equity Representing SOE on marketing and communication committees within the University Creating and distributing student newsletters that appeal to a diverse student population Ensuring all communications meet accessibility standards, are equity-focused and meet SOE communication standards Assisting with the SOE internal and external website management to ensure content is current, accurate, and clearly communicates an emphasis on diversity, inclusivity, and equity in education Designing flyers and other graphic content intended for internal university distribution Additional communication tasks as needed OCEP Data Management and Communication - 20% Data Management Manages field placement data across all SOE Program Areas Screens clinical experience application and program completion documents for completeness and accuracy Develops and maintains fluency in various computer applications, including word processing, spreadsheets, Workday, Navigate, Access, database software and other applications as applicable to provide assistance to faculty, staff, and students Clinical Placement Communication Provides clear and accurate information to all relevant stakeholders (MSU Denver students, mentor teachers, university supervisors) in a timely manner and with exceptional professionalism; maintains confidentiality, organizes and tracks communications to ensure alignment with Colorado Department of Education licensing rules and regulations Performs in a support communication role, in conjunction with department coordinators and Assistant Dean, with all stakeholders related to clinical experiences and student teacher placements including school district HR representatives, administrative staff, and students to ensure mentor teachers align with licensure need and program requirements Supports student teaching and residency placement communication for approximately 200 placements each semester Maintains all MSU Denver and School of Education communication standards SOE Event Planning, Coordination, and Support - 15% Event Planning and Organizing Special Meetings for the School of Education Coordinates event planning group meetings when appropriate Supports event leads Coordinates date setting Manages virtual meeting spaces when applicable Schedules venue and secures contract Orders catering and secures catering contract Manages invitations and RSVPs in collaboration with SOE's communication lead Coordinates with outside guests and VIPs Identifies total estimated budgets, submits budget requests, and spends within an approved budget Follows strict purchasing procedures Manages onsite day of event logistics when appropriate Collaborates with Student Services Office Coordinator with social media posts Providing Support to OCEP Event Planner Schedules venue and secures contract Communicates event details to stakeholders Collaborates with AHEC and OCEP Coordinator for logistics Orders catering and securing catering contract Provides on-site support during occasional evening events SOE HR Liaison - 10% Processes full-time and adjunct job requisitions in collaboration with HR and the identified SOE hiring manager Serves as liaison between HR and SOE regarding up-to-date hiring processes and communications Supports hiring processes and communications and provides guidance for SOE hiring managers Creates and manages internal SOE specific HR guidelines Reserved for Professional Development - 5% Job Skills, Knowledge, and Competencies Strong verbal and written communication skills that include the ability to communicate with a wide variety of constituents professionally and effectively and the ability to draft and edit complex documents and emails Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction Ability to build strong relationships and demonstrate commitment to collegiality and mutual respect Demonstrated ability to handle confidential information in a discreet manner and to maintain a professional demeanor under pressure Computer and technological proficiency with the ability to learn new systems, software, and tools Required Qualifications Bachelor's degree At least two years of direct, related experience (as an administrative assistant, executive assistant, office manager, etc.) Proficiency with all Microsoft Office applications Experience using office equipment that includes voice messaging systems, fax, and photo copier Ability to work independently and collaboratively with little supervision Important Note: Successful applicants should ensure that their resumes clearly outline their relevant work experience and explicitly demonstrate how they meet all required qualifications. Preferred Qualifications Experience working with historically marginalized populations Experience with the Office 365 environment (particularly SharePoint and Teams) Higher education work experience Experience with events and budget Ability to collaborate and work as part of a team to implement a project or program Experience in facilitating, maintaining, and serving as a liaison in internal and external professional relationships We encourage you to apply even if you do not meet every preferred qualification. We are most interested in finding the candidate who will best contribute to our School, our mission, and the University. Schedule Information Full-time, 40 hours per week Exempt Hours: Monday - Friday, 8:00 am - 5:00 pm Evenings and weekend work: Occasionally for events Schedule: Hybrid schedule requiring at least three days a week in the campus office in person Travel: Rarely Salary for Announcement Under Colorado law, MSU Denver is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account a variety of factors including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is $41,200 - $61,800. The anticipated hiring range that the University reasonably expects to pay for this position is $51,500 - $55,000. This position is paid monthly and is eligible for MSU Denver benefits. How to Apply For full consideration, the following documents must be submitted: Resume Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position Professional references and their contact information will be requested from the finalist/s. At least one reference provided must be a supervisor (either current or former). Official transcripts will be required of the candidate selected for hire. Deadline Applications accepted until position is filled; priority given to applications received by Monday, January 27, 2025. Closing Date Open Until Filled Posting RepresentativeTanya Rogowsky Posting Representative Emailtrogowsk@msudenver.edu Benefits The University's benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as accessto a long-term disability (LTD) plan.Visit MSU Denver'sbenefits websiteto learn more. For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf. The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu. Background Checks Metropolitan State University of Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To Assist in achieving that goal, we conduct background checks on all finalists for positions at the University prior to employment. Diversity Statement Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver. We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.