Administrative Assistant II
University of Denver

Job Info

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The Office of General Counsel (OGC) provides crucial and excellent legal services to the University, its trustees, officers, directors, administrators, faculty, and staff. The office provides legal advice and counsel on a broad spectrum of legal issues that arise in the operation of the University. It is also responsible for engaging the services of outside law firms for specialized legal needs and for coordinating and supervising their work. While upholding the University's integrity, values, and inclusive engagement, OGC cultivates strategic relationships with its internal DU partners/clients to support their pursuits and goals in civic, political, non-profit, educational, and business areas.

Position Summary

The Administrative Assistant II provides administrative, departmental, and clerical support to five OGC attorneys, the Senior Vice Chancellor for Legal Affairs and General Counsel (Senior Vice Chancellor), and the Legal Services and Operations Manager. The Administrative Assistant II provides a welcoming, inclusive and affirming environment. The Administrative Assistant II answers questions and assists as necessary to ensure a positive experience for its clients and guests. Administrative Assistant II reports directly to the Legal Services and Operations Manager.

Essential Functions

Administrative Support to the attorneys

• Provide scheduling, calendaring and administrative support, including reserving conference rooms, preparation of agendas, and ensuring that meeting materials are made available to the attorneys
• Assist attorneys with on-site meeting logistics with set-up and oversight
• Assist with triaging and in-take of new matters in the OGC document management system, including contract review requests
• Assist with formatting and proofreading documents to ensure consistency and accuracy of OGC prepared documents
• Assist with OGC records request and subpoena document production
• Oversee reconciliation and approval of purchasing cards by obtaining receipts and submitting timely reports in the Concur purchasing system.
• Other administrative support duties as assigned

Administrative Support for the Senior Vice Chancellor

• Manage the Senior Vice Chancellors calendar, keeping it up-to-date and accurate. Plan and prepare for daily appointments and periodic meetings to provide sufficient time for and between activities; carry out general policies and criteria set by the Senior Vice Chancellor; prepare background materials for meetings, including directions; handle requests for meetings with discretion.
• Anticipate and resolve conflicts and complications with the Senior Vice Chancellor's schedule and/or priorities.
• Monitor scheduled appointments for the coming week/month and inform Senior Vice Chancellor of any changes, confirming as appropriate with all parties involved. Provide briefings related to upcoming meetings to Senior Vice Chancellor as needed.
• Handle detailed and confidential information with accuracy and timeliness
• Manage Senior Vice Chancellor's off-campus meetings and work-related travel arrangements. Coordinate all aspects of business travel, including registration fees, lodging, ground transportation, and flight reservations. Create detailed itineraries and coordinate all required travel documentation.
• Responsible for a departmental Purchase Card including expense report and will make purchases on behalf of the Senior Vice Chancellor
• Assist SVCGC in preparing executive-level presentation materials

Departmental and Legal Services and Operation Manager support:

• Provide exemplary customer service as the first point of contact for external organizations, students, faculty, staff, alumni, and University constituents.
• Answer departmental phone calls and email, accurately explain University and OGC policies and procedures
• Receives, sorts, and processes mail, including the service of legal documents
• Route client questions and inquiries to relevant personnel; requires the expertise of department processes as well as campus resources
• Matter intake: track and enter all new OGC matters, including contract review requests, into the OGC document management software for attorney follow-up
• Order and maintain office supplies, stationery products, name badges, and business cards for the OGC team
• Manage all aspects of office maintenance by submitting work orders and serving as the Custodial and Facilities Liaison ensuring that the office is kept in good operating condition.
• Assist with entering service tickets with campus service providers, including Mail Services and Technology Services.
• Coordinate services and delivery with vendors for office equipment and supplies and manage related invoices and payments.
• Maintain electronic file data entries in the document management software, maintenance of electronic and paper files, including but not limited to filing, copying, scanning, indexing, archiving, and various other organizational tasks.
• Facilitate intra-office communications and inter-office communications.
• Provide assistance to the University of Denver Board of Trustees and Committees under the supervision and guidance of the Legal Services Manager. Tasks include calendaring, reserving conference rooms, coordinating catering service, drafting and proofreading agendas and resolutions in accordance with committee charters, taking official meeting minutes, provide updates and information to committee members as needed, and support the Corporate Secretary and Administrative Secretary to the Board of Trustees, as needed.
• Perform other duties as needed to maintain smooth operation of the office

Knowledge, Skills, and Abilities

• Must be able to effectively interact with a broad range of constituencies and maintain a positive DU reputation.
• Excellent document formatting, writing, and editorial skills for business correspondence, as well as presentations and meeting minutes
• Proficient in Microsoft Outlook, Word, Excel, Adobe DC, PowerPoint, Teams, and the MS Office 365 suite of applications. Ability and willingness to learn new software, systems, and processes.
• Ability to manage sensitive, confidential material in a professional manner always
• Highly organized and detail-oriented
• Ability to work and answer questions independently with a minimum amount of supervision
• Sound judgment, problem-solving skills, and discretion are critical
• Experience working in higher education and/or legal office administrative support role
• Familiarity with emerging digital tools and modern practices that support communication, organization, and productivity
• Experience in delivering a high level of customer service
• Certified Notary Public or willingness to pursue and successfully obtain Notary certificate
• Proficient in NetDocuments document management system

Required Qualifications

• Associate Degree or equivalent experience in administrative support
• 1 year of relevant administrative, project management, business writing, and customer service experience

Preferred Qualifications

• Bachelor's Degree or equivalent experience in business, communication, or legal administration
• 2+ years of relevant administrative experience in an academic/legal setting. Experience managing an organization's front desk operations in a law office setting

Working Environment

• Standard Office Environment
• Noise level is quiet to moderate

Physical Activities

• Ability to sit in front of a computer for an extended period
• Occasionally required to move about the office/campus with the capability of transporting objects up to 50 lbs.

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m.

Application Deadline
For consideration, please submit your application materials by 4:00 p.m. (MST) August 15, 2024.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:
The salary grade for the position is 6.

Hourly Range:
The hourly range for the position is $22.00-$25.00

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate's sex or any other protected status.

Benefits:
The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, ancestry, age, religion, creed, disability, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, genetic information, military enlistment, or veteran status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the University's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; the Americans with Disabilities Act; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; Equal Pay Act; Colorado Equal Pay for Equal Work Act; the Colorado Protecting Opportunities and Workers' Rights ("POWR") Act; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For more information, please see the University of Denver's Non-Discrimination-Statement.

All offers of employment are contingent upon satisfactory completion of a criminal history background check.

Advertised: August 01, 2024
Applications close: August 15, 2024

This job has expired.