Director of Scheduling

Department Information

Colorado Governor Jared Polis is committed to building a Colorado For All, a place where everyone has an opportunity to succeed and live the Colorado way of life. Governor Polis is focused on lowering health care costs for hardworking Coloradans, transitioning the state to renewable energy sources, ensuring every Colorado child gets a quality education, and building an economy that works for everyone, as well as empower state agencies to build a culture of operational excellence and bold innovation driven by continuous performance improvement. The Governor's staff includes offices for budgeting, communications and outreach, legal counsel, legislative liaison, operations, policy and research, and scheduling.

Description of Job

PROMOTIONAL OPPORUNITY ONLY

This announcement is open only to eligible individuals currently employed within the Office of the Governor. The announcement is for transparency purposes only to comply with the Equal Pay for Equal Work Act. Only applications from eligible individuals currently employed within the Office of the Governor will be accepted.

Position: Director of Scheduling

Hiring Salary Range: $55,000 - $65,000

Department: Scheduling and Advance

FLSA Classification: Exempt

Organizational Relationships: This position reports to the Deputy Chief of Staff and is part of the Governor’s Office team

Expected Annual Travel: None

Summary of Functions: The Governor’s Scheduler works with all Governor’s office staff to coordinate the Governor’s schedule and any relevant logistics for events. The Director of Scheduling works closely with the Chief of Staff, Deputy Chief of Staff, Deputy Scheduler and various EAs to manage the Governor’s time with the Governor’s Cabinet, staff, legislators, media representatives, advocates, individual constituents, as well as in-state and out-of-state travel.

Essential Duties and Responsibilities:

• Coordinates and oversees all aspects of the Governor’s schedule and provides ongoing management of the calendar
• Coordinates all details for both in person and virtual meetings
• Processes internal and external meeting and speaking engagement requests through Salesforce, email, and phone
• Leads weekly scheduling meetings and executes follow up assigned
• Prepares agendas for weekly and monthly strategic planning meetings
• Books all travel and completes any expense reporting
• Tracks travel and payment methods to comply with Amendment 41
• Works with Governor’s advance team to ensure all briefing materials are in order and accessible for the Governor
• Promptly disseminates the Governor’s daily schedule, as well as alterations and updates, to all necessary parties, including communications team and Chief of Staff
• Works with legal counsel on processes for any non-state events
• Works with the Governor’s legal counsel to process and produce documents related to CORA requests for the Governor’s email and calendar
• Coordinates with the Governor’s Residence coordinator for any Governor, family and social events
• Coordinates with State Patrol for Governor and family; assists the First Gentleman and the Governor’s family with logistics when accompanying the Governor
• Maintains logistics forms for events and meetings and shares with staff for Governor’s briefing preparation
• Works with the Deputy Chief of Staff to build out yearly and monthly strategic schedules to present to senior staff
• Checks in weekly with Governor, Chief of Staff, Communications Director, and Deputy Chief of Staff to discuss strategies to meet Governor’s office objectives
• Maintain positive relationships with the Governor, First Gentleman and Governor’s office network and constituencies
• Develops a schedule that helps achieve goals and objectives for the Governor’s Office, State agencies and other affiliated organizations
• Acting as the point of contact for all event requests regarding the First Gentleman and coordinating logistics as needed.

General Duties:

• Adhere to all health and safety policies in the planning and execution of activities.
• Use word processing, spreadsheet, database, and scheduling software applications to prepare correspondence, plans, reports, schedules, and other documents.
• Provide continuous effort to improve operations, streamline processes, and work cooperatively and jointly to provide quality customer service.
• Participate in project teams as required.
• Participate in conferences and workshops as required.
• Other duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Education/Experience: Minimum of 3 years of administrative support and complex scheduling experience required.

Preferred skills include:

• Ability to establish and maintain effective personal relationships with peers, supervisory staff, and other departments and agencies; exemplary customer service and interpersonal skills
• Ability to exercise tact, courtesy and discretion with public officials at various levels of authority and influence as well as the general public
• Excellent organization and time management skills, with the ability to balance multiple issues and projects in a very fast-paced environment
• Ability to perform a variety of duties daily, often changing from one task to another of a different nature without loss of efficiency or composure
• Proven ability to work independently and make sound judgments on a day-to-day basis, as well as make informed decisions on behalf of the scheduling team.
• Proficiency with Google Products, Microsoft Outlook, Word, Excel, PowerPoint, HTML, and Salesforce
• Strong written and verbal communication skills
• Ability to excel in a very fast-paced, ever-changing professional environment

Supplemental Information

**PROMOTIONAL OPPORUNITY ONLY**

This announcement is open only to eligible individuals currently employed within the Office of the Governor. The announcement is for transparency purposes only to comply with the Equal Pay for Equal Work Act. Only applications from eligible individuals currently employed within the Office of the Governor will be accepted.

To Apply:

A cover letter and resume must be submitted with the application for consideration. Your cover letter and resume must provide sufficient detail about your background and experience to allow the screening panel to properly assess your experience in the required elements, including your experience and achievements.

The State of Colorado/Office of the Governor offers a generous benefits package including:

• Retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan*, plus optional 401(k) and 457 plans - https://www.copera.org/
• Medical, Dental, and Vision insurance coverage - including extensive prescription drug coverage (many preventive medications covered at no cost)
• Wellness programs - participation can reduce employee premiums
• Automatic Short-Term and Optional Long-Term Disability Coverage
• Life and AD&D Insurance
• Flexible Spending Accounts (FSAs)
• Family Medical Leave Act (FMLA) job protection and State of Colorado Paid Family Medical Leave (PFML)
• 11 Paid Holidays Annually and Accrued Annual and Sick Leave
• Hybrid work arrangements
• Variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program
• Access to the Colorado State Employee Assistance Program (CSEAP): offers confidential mental health counseling, professional coaching, employee mediation, 24/7 crisis support
• Free RTD EcoPass to all eligible State Employees
• Training and professional development opportunities, including reduced college tuition through CSU Global
• Credit Union of Colorado Membership Eligibility

To learn more about State of Colorado benefits, please visit the state’s benefits portal: https://www.colorado.gov/dhr/benefits.

• For information on mandatory employee salary deferral (in lieu of contribution to Social Security), see COPERA for details: https://www.copera.org/member-contribution-rates

Equity, Diversity and Inclusion

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

ADAAA Accommodations

The Office of the Governor is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency 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 ADAAA Staffing Coordinator (the Director of Human Resources) at gov_hr@state.co.us.

Conditions of Employment

Applicants must pass a thorough background check prior to employment.

Effective September 20, 2021, employees will be required to attest to and verify that they are fully vaccinated for COVID-19 and may be required to submit to regular serial testing. Upon hire, new employees will have three (3) business days to provide attestation to their COVID-19 vaccination status with proof of vaccination. Testing, if required, will take place in-person and will be considered paid work time. Note: Currently, “Fully vaccinated” means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, all as defined by the State of Colorado’s Public Health Order and guidance issued by the Colorado Department of Public Health & Environment. The definition of “fully vaccinated” may be changed and updated to include additional doses and/or manufacturer types of vaccination.