Executive Administrative Assistant - Campus Administration

Job Description:

Primary Responsibility

Under the direction of a Campus Vice President, Unit Chief, or other Executive Officer, the Executive Administrative Assistant provides direct administrative support, oversight, communications coordination, and data on a broad range of issues that are sensitive, confidential and/or complex in nature.  Duties are performed at a fully operational level, using either established standard guidelines and/or procedural methods, or improvising solutions and alternatives.

Pre-requisites for Position (Qualifications Standards)

Education and experience sufficient for the rigors of the position. Examples may include a Bachelor’s Degree from an accredited institution and three years related work experience; or Associate’s Degree and five years related work experience, or High School Diploma/GED and seven years related work experience, or equivalent education and experience that will provide the necessary knowledge, skill and abilities to perform the functions of the position. Experience working with budgets, purchasing orders, accounts, required.

Knowledge of variety of standard administrative and business methods and procedures; project management; English composition; standard Microsoft Office software, and familiarity with other automated systems, software, and office equipment.

Ability to: work independently and set priorities; coordinate and monitor projects and activities; multi-task; meet deadlines; deal with sensitive, confidential and/or difficult situations; communicate effectively orally and in writing; establish and maintain cooperative working relationships; read, write, speak, and understand English well; operate variety of office equipment; proficient in computer applications, including word processing, spreadsheets, and electronic mail; demonstrate analytical and problem solving skills; and ability to maintain strict confidentiality using good judgment; discretion and tact.

Welcoming. Innovative. Focused on Student Success. These principles reflect the soul of CMC. They guide us in building our teams, cultivating leaders, and expanding our approaches and mindset. They guide us to be an institution of higher education that’s the right fit for every faculty member, staff, student, and community member in its trust. Applicants must demonstrate a commitment to working effectively with students, employees, and community members of all backgrounds.

Bilingual (English/Spanish) or conversational language abilities preferred.

Colorado Mountain College requires that employees perform their assigned duties within the State of Colorado. The College further expects employees to accurately report their work location at all times. Failure to do so impairs the College's ability to ensure compliance with tax, payroll, employment, information security, and operational requirements.

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship.

Hiring range = $61,318.40 - $68,140.80 ($29.48 - $32.76 hourly) annual salary depending upon a combination of education and experience. Benefits include Medical, Dental, Vision, Life Insurance, Pet insurance, retirement contribution, tuition reimbursement, annual & sick time, mental health resources, healthy lifestyle benefits, affordable transitional housing may be available to the successful candidate based on eligibility and availability, relocation if applicable. CMC utilizes a wage progression compensation model that accounts for a candidate’s skill and experience. Although a salary range is listed, salary will be set commensurate with the successful candidate’s qualifications and in compliance with the Equal Pay for Equal Work Act.

Position anticipated to close on October 30, 2026 or until filled.

Minimum Qualifications:

Essential Duties

• Serves as the primary staff person and liaison for a senior executive, providing administrative support, communications, research, and troubleshooting services for a variety of complex and unique situations.

• Makes high-level contacts of a sensitive nature requiring in-depth knowledge, initiative, discretion, diplomacy, and sound judgment.

• Oversees and ensures administrative operations function smoothly and effectively in support of campus and departmental objectives.

• Monitors and tracks campus and/or departmental operating budgets and expenditures; prepares financial reports and reconciliations; identifies variances; and works collaboratively with campus leadership and the Fiscal Manager to support effective budget management and fiscal stewardship.

• Serves as the primary campus and/or departmental purchasing officer, overseeing procurement activities for instructional, operational, facilities, and programmatic needs. Coordinates the acquisition of goods and services; obtains quotes; processes purchase requests; reviews purchasing documentation and invoices; maintains procurement records; develops vendor relationships; ensures compliance with College purchasing policies and procedures; and collaborates with the Fiscal Manager to ensure accurate account coding, financial reporting, and fiscal accountability.

• Responds to inquiries from faculty, staff, students, and the public.

• Independently investigates issues and problems; drafts responses; identifies and refers matters to appropriate staff for action; and provides follow-up as needed.

• Arranges, coordinates, and maintains schedules and calendars; monitors and tracks deadlines.

• Coordinates meetings, events, projects, activities, and conference calls.

• Provides staff support for meetings by preparing background information and briefing materials; taking, preparing, and disseminating minutes; and coordinating follow-up actions.

• Prepares, edits, and composes correspondence, reports, presentations, and other communications.

• Maintains records, files, and confidential information in accordance with College requirements and record retention standards.

• Makes travel arrangements and prepares and coordinates reimbursements.

• Acts as gatekeeper and liaison for the senior College executive, ensuring effective communication and coordination with internal and external constituents.

• Performs research; compiles and summarizes information; and participates in the development and implementation of systems, special projects, programs, processes, reports, and publications.

• Fosters positive relationships with internal and external constituents regarding College programs, activities, policies, and procedures.

• Performs other duties as assigned.

Supervision Received

This position receives direction from a College Vice President, Unit Chief, or Campus Vice President.

Supervisory Responsibility

May supervise other staff.

Special Conditions of Employment

Successful completion of a background check including motor vehicles records report will be required.  Incumbents in this position will adhere to all safety and compliance policies of Colorado Mountain College while performing all duties assigned. May require travel within the college district, altered work schedule and/or occasional evenings/weekend hours.

Working Conditions 

This position requires constant sitting, occasional walking, standing and driving; occasional handling objects, pushing/pulling; frequent reaching with hands/arms, and use of finger movements; occasional lifting, carrying, pushing or pulling objects up to 50 lbs.  Constant written and oral communication and the ability to reason and analyze and perform calculations occasionally. Work is performed using a computer and standard office equipment daily and driving a vehicle occasionally. 

CMC is committed to the full inclusion of all qualified individuals. As part of this commitment, the College will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADA Coordinator, Human Resources, [email protected] 

NOTE: This position description is intended to indicate the basic nature of positions allocated to this class and provide examples of typical duties that may be assigned.  It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.  Employees may perform other related duties as required to meet the ongoing needs of the organization.

Each role at Colorado Mountain College contributes to the institution’s sustainability initiatives by fostering environmental stewardship, supporting sustainable practices in daily operations, and advancing a culture of ecological responsibility that aligns with our commitment to balance the needs of current generations not to compromise the needs of future generations.