**Position Title: Special Assistant to the Chief of Staff
** # of Openings: 1
Department/Program: MCIC 53000
Work Location: Hybrid On-Site/Remote
Campus Location: Arapahoe Campus
Reports to: Chief of Staff
FLSA Classification: Exempt/Salaried
FTE: 100% (40 hrs/week)
Compensation: $58,240 - $67,000 DOE
Application Deadline: 2/14 or until filled
Job Summary
The Special Assistant to the Chief of Staff at Naropa University is a a high-level administrative role that provides crucial support to the Chief of Staff and, by extension, to the university's leadership. This position involves a wide range of responsibilities and demands exceptional versatility, discretion, and strategic thinking. This position requires integration into the Chief of Staff's daily workflow, including drafting correspondence, serving as thought partner, and meticulously managing schedules and tasks. The Special Assistant to the Chief of Staff serves as a critical communication hub and liaison, playing an indispensable role in facilitating effective information flow and relationship management across the university ecosystem. The ideal candidate must proactively resolve interdepartmental issues, take on challenging projects others may avoid, and navigate complex university dynamics with finesse. This position demands dedication, the ability to anticipate needs before they arise, and the resilience to handle sensitive information while maintaining composure under pressure. This is a 40 hour a week position with some flexibility in the schedule, and the ability to work from home 1-2 days per week.
Job Duties & Responsibilities
Administrative Support & Project Management
• Serve as primary point of contact for the Chief of Staff; manage the daily operations of the Chief of Staff's office, including COS’ schedule, workflow, and prioritization of tasks.
• Track and manage special initiatives; create related reports, timelines and proposals as assigned
• Assist in the development and execution of the division's operating budget
Communication and Liaison
• Craft high-quality, polished correspondence on behalf of the Chief of Staff, including emails, letters, and official statements.
• Develop compelling presentations that effectively communicate complex information to diverse audiences, from board members to student groups.
• Cultivate strong working relationships with key personnel across all levels of the university, from faculty and staff to senior administrators.
• Facilitate interdepartmental collaboration by coordinating meetings, mediating discussions, and fostering a culture of open communication.
• Compile, synthesize, and present critical information for high-level meetings, ensuring the Chief of Staff is thoroughly prepared for all engagements.
• Represent the Chief of Staff or university leadership at internal workgroups, meetings, and events when necessary
• Manage and nurture relationships with key external stakeholders, ensuring their needs are addressed and the university's interests are well-represented.
• Handle confidential and sensitive information with utmost discretion
Event Planning and Coordination
• Develop and implement strategic plans for a roster of events that support the organization's objectives
• Oversee the planning, coordination, and execution of various types of in-person and virtual events, including meetings, receptions, conferences, special ceremonies, and university-wide town hall meetings
• Manage logistics such as venue selection, room setup, catering, audiovisual equipment, and transportation arrangements
• Serve as liaison between Events department and Chief of Staff to ensure success of events
Facilities Coordination
• Collaborating with facilities leadership to align facility operations with the university's strategic goals.
• Analyzing space utilization and making recommendations for optimizing campus resources.
Student Work-Study Supervision
• Maintain high-level oversight of the MCIC work-study program ensuring alignment with university objectives and departmental needs
• Convene and lead all-hands meetings as necessary to address program-wide concerns, communicate important updates, and foster team cohesion
• Serve as a stand-in supervisor when needed, stepping into direct management roles to maintain continuity of operations and student support
• Work with relevant university departments (e.g., Financial Aid, Human Resources) to ensure compliance with institutional policies and federal work-study regulations
Requirements :
• Bachelor's Degree in Business, English, Education or similar. In lieu of a degree, candidate may have 4 or more years of applicable experience.
• Five or more years of experience as an executive or administrative assistant to a senior-level position.
• Strategic Planning and Execution: Developing comprehensive plans aligned with organizational vision and goals, translating objectives into actionable steps, and overseeing their execution.
• Operational Proficiency: Managing processes, resource allocation, workflow, change management, and agile methodologies to drive effective transformation.
• Project Management: Tracking initiatives, scheduling meetings, analyzing tasks for timely completion, and managing projects effectively.
• Time Management: Managing complex scheduling, optimizing time allocation, prioritizing projects.
• Technology Skills: Proficiency in utilizing project management tools, digital platforms for calendar and email management (i.e Teams, Office 365), and troubleshooting technical issues or willingness/ability to learn.
• Effective Communication: Clear articulation of ideas, active listening, empathy, fostering strong relationships across departments and stakeholders.
• Emotional Intelligence: Understanding diverse perspectives, resolving conflicts, negotiation skills, and managing stakeholder relationships effectively.
• Professional Discretion: Maintaining confidentiality of sensitive information and building trust through discretion.
• Smart Multitasking: Prioritizing tasks efficiently, focusing on high-priority duties first, and managing multiple responsibilities effectively
• All job candidates must hold a commitment to co-create a diverse and inclusive community and actively participate in related JEDI (Justice, Equity, Diversity & Inclusion) professional development regarding the dynamics of privilege and oppression and the impact these have in the workplace.
• All job candidates must demonstrate their level of understanding of the dynamics of privilege and oppression, and the impact these have on equity, access, and opportunity.
• All job candidates must demonstrate an appropriate level of understanding of and appreciation for the values of Naropa University and the capacity to demonstrate an integration and embodiment of these values as evidenced in work, communication, collaboration styles, and other general workplace behaviors.
Preferred Qualifications:
• Master's degree preferred, preferably in a relevant field such as business administration, public administration, higher education management
• 7 or more years of experience as an executive or administrative assistant to a senior-level position.
Physical Requirements & Environmental Conditions
Maximum amount of weight employee must be able to lift/carry with or without reasonable accommodation(s):
• 20 lbs
During regular daily activities, employee must be able to do the following with or without reasonable accommodation (check all that apply):
☒ Stand
☒ Walk
☒ Sit
☐ Run
☒ Handle/Finger
☒ Bend at the waist
☒ Reach above shoulder level
☐ Kneel
☐ Crouch
☐ Crawl
During regular daily activities, employee may be exposed to the following:
☒ Interruptions/Distractions
☐ Heat/Cold
☐ Dust
☐ Dampness
☐ Heights
☐ Moving machinery parts
☐ Other (please list):
**
Naropa recognizes the following holidays throughout the year:**
-Martin Luther King, Jr. Day
-Memorial Day
-Juneteenth
-Independence Day
-Labor Day
-Fall Break, 4th Thursday and Friday in November
-Winter Break, the last two weeks in December encompassing the Christmas holiday as well as New Year’s
Naropa’s health and welfare benefits include the following: medical, dental, vision, FSA, HSA, employer-paid short-term and long-term disability, employer-paid life insurance and accidental death and dismemberment, an employer-sponsored pre-tax retirement savings plan, which includes up to 2.5% employer matching, and a variety of voluntary, employee-paid supplemental insurance plans.
A comprehensive benefits package is available to full-time employees who work a minimum of 30 hours each week. Employees who work 20 – 29 hours each week are eligible for only the employer-paid short-term & long-term disability, employer-paid life insurance & accidental death and dismemberment, and the retirement plan, which includes up to 2.5% employer matching.
Employees who work fewer than 20 hours per week are eligible to participate in Naropa’s retirement plan only, which includes up to 2.5% employer matching.
All regular full-time and part-time faculty and staff, including student workers, accrue sick leave benefits. Full-time and part-time staff positions accrue vacation and personal time. All leave accrual rates vary based on the position, hours worked, and years of service.
The University recognizes the importance of including its employees in its organizational mission and values and welcomes employees into the classroom to “touch the magic.” Specifically, regular employees are provided generous tuition remission opportunities for themselves and their family members.
Naropa University participates in the Council of Independent Colleges Tuition Exchange Program (CIC-TEP). CIC-TEP is a network of CIC colleges and universities willing to accept, tuition-free, students from families of full-time employees of other CIC participating institutions (full-time as designated by the employer/institution). Additional information can be found here: https://www.cic.edu/member-services/tuition-exchange-program. Naropa University’s commitment to diversity aligns with its highest aspirations to apply contemplative inquiry and education to explore and embody the human qualities that facilitate collaboration to create a common humanity and a just society. Individuals who have experience with and a commitment to inclusive communities are encouraged to apply. EOE
Naropa University is an equal opportunity, non-discriminatory employer and education institution that welcomes applications from all interested individuals. Frequently cited statistics show that women and people from underrepresented groups apply to jobs only if they think they meet all criteria, including both minimum and preferred qualifications. If you meet the minimum qualifications, or unsure if you do, and feel you may be a good fit for the role, we encourage you to apply.