Job Description

Location: Englewood, CO

Duration: 5 months-1 year

Job Summary / Purpose

• Provides high-level administrative support services to an assigned leader, or group of leaders, and/or department(s).  Exercises discretion and independent judgment while performing key job responsibilities.  Reports to a leader at the manager, director, vice president or senior vice president level. 

 
Essential Key Job Responsibilities

• Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing as needed; may delegate or outsource these functions to others if resources are available
• Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported
• Creates and edits documents, spreadsheets, presentations and organizational charts; additionally is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
• Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
• Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
• Follows (and may create) procedures and maintains procedural documentation
• Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested
• Independently plans, organizes and oversees large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination
• Records and creates high level documentation of meeting minutes based on knowledge of the business
• With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
• Proofreads and edits others' communications before distribution
• Administers distribution lists
• Administers collaboration communities on Inside CHI
• Creates and conducts surveys and provides organized reports to leaders (may provide recommendations for leader consideration when presenting survey results)
• Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; approves invoices according to predetermined guidelines
• Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader's budget responsibilities
• Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
• May assist with editing timekeeping records
• Cross trains to learn unique responsibilities of peers within the department/group
• Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work
• Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; ASG members function as a team for the organization as a whole; may include answering another leader's phone or responding to inquiries to ensure seamless customer service)
• Secures back-up administrative coverage for their own absences
• Coordinates administrative projects and leads committees
• May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance)

 
Non-Essential Job Responsibilities

• Other duties as assigned by management

 
Required Education for Staff Job Levels:

• Bachelor’s Degree (Four-year degree)

 
Required Minimum Experience:

• Six years of administrative experience

 
Required Minimum Knowledge, Skills and Abilities

• Able to interact and communicate verbally with a wide range of personalities, both internal and external customers
• Knowledge of and ability to apply structure and content of English language including meaning and spelling of words, rules of composition, grammar and punctuation (in both written and verbal communications)
• Able to employ active listening techniques in all interactions with others
• Able to write correspondence  for oneself or on behalf of a leader with minimal direction
• Demonstrates high level proofreading and editing skills
• Able to synthesize information into a format that is useful to the audience for oneself or on behalf of a leader
• Able to share information in written, verbal or presentation format clearly and articulately
• Able to read, write and verbally share information and ideas in a clear and organized fashion
• Able to compile information, run standard and prepare complex customized reports, develop and distribute business correspondence, and develop/maintain procedure manuals
• Able to interpret a variety of instructions furnished in written, verbal, diagram, or schedule formats
• Independently observes, gathers, receives, and otherwise obtains information from all relevant sources to complete daily work and projects
• Able to develop complex documents, spreadsheets, presentations and meeting minutes independently
• Able to lead administrative project teams or committees
• Able to perform intermediate functions using Microsoft Excel
• Able to perform advanced functions using Microsoft Word, PowerPoint and Outlook
• Able to navigate Internet
• Able to apply concepts of basic mathematics (i.e. calculate quantities and dollar amounts), compute statistics and assist with standard budget spreadsheet preparation