Executive Assistant to the Dean

University of Colorado CU Anschutz Medical Campus

CU Anschutz Graduate School

Executive Assistant to the Dean

Position #00703578 – Requisition #27906

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date.  Information regarding this requirement, and exemptions can be found at: https://www.cu.edu/vaccine-requirement

Exemptions vary by campus location/department.

Campus/Unit-Specific Exemptions:

• Anschutz Campus – Accommodations may be granted for medical or religious reasons.
• Denver Campus – Exemptions are allowed for medical, religious, or personal reasons.
• Consolidated/Central Services Administration – Accommodations may be granted for medical or religious reasons.

The University of Colorado Denver l Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty, and staff of diverse backgrounds.

About the University of Colorado Anschutz Medical Campus

The University of Colorado Anschutz Medical Campus is a world-class medical destination at the forefront of transformative science, medicine, education and patient care. The campus encompasses the University of Colorado health professional schools, more than 60 centers and institutes, and two nationally ranked independent hospitals – UCHealth University of Colorado Hospital  and Children’s Hospital Colorado  – that treat more than two million adult and pediatric patients each year. Innovative, interconnected and highly collaborative, the University of Colorado Anschutz Medical Campus delivers life-changing treatments, patient care and professional training and conducts world-renowned research fueled by over $650 million in research grants. For more information, visit www.cuanschutz.edu .

The Graduate School has an opening for a full-time University Staff (unclassified) Executive Assistant position.

Jobs in this career family provide professional administrative, operational, or managerial services.  Functions include advising, interpreting, or guiding decisions on policy, procedural or operational issues or projects, providing professional academic support in the areas of policy development, financial administration, budget oversight, campus-wide program or project management, or office management, and/or representing or acting on behalf of senior leadership.

Executive Assistants provide administrative support directly to an officer of the university.  Positions may provide executive scheduling, meeting and event coordination, office management, program coordination, committee support, communications, and/or accounting, personnel, or payroll support.

Job Summary

The Executive Assistant to the Dean plans and coordinates the communications and services of the office of the Dean of the Graduate School.  This position reports directly to the Dean and receives general direction and supervision in the management of the Dean’s Office, services, programs and projects.

Examples of Work Performed

The duties and responsibilities of the Executive Assistant include, but are not limited to, the following:

• Facilitate all internal and external, verbal and written, communications from the Dean’s Office. This includes greeting guests, answering phones, maintenance of newsletters generated, general announcements, written correspondences, copying/printing, and filing. Act as primary informational contact between the Dean’s office and any other office or agency, internally or externally.  The physical location of the position is in the Graduate School Suite on the Anschutz campus.  Hybrid campus/remote work schedules are possible, but not entirely remote.
• Maintain the Dean’s calendar and Assistant Deans’ calendars when appropriate, including regular administrative meetings, program and other constituent meetings, large group meetings, on campus and off. 
• Make travel arrangements for the Dean as well as completing all travel related documents.
• As directed, respond to emails and written correspondence to and from the Dean.  Exercise discretion in responding to emails, delegating emails to the appropriate staff for follow-up, or flagging for the Dean’s attention, as needed.
• Oversee the ongoing and routine purchasing needs for the office.  Reallocate procurement card transactions for this position and for the Dean,
• Anticipate the needs of the Dean and on occasion Assistant Deans by researching and determining the appropriate documents needed for meetings, (i.e., reports, and policies as necessary).
• Independently make decisions on the daily activities of the Dean by determining the priorities of constituent issues and problems, handle directly or refer problems and issues to appropriate departments or individuals; follow-up with phone calls and mail; further utilize this knowledge to organize and route all correspondence as appropriate.
• Manage and/or coordinate arrangements for various Graduate School official functions such as staff meetings and visits to the school by public officials and dignitaries. Participate as needed in organizing Graduate School events such as Commencements and Convocations.
• Assist the Dean in reviewing and editing documents, including dissertation and thesis format checks.
• When required this position will be responsible for attending various meetings and taking minutes for committees and task forces.
• Provide support to another Graduate School office worker in support of the Graduate School’s constituents.
• Perform related work as assigned by the Dean or required by the nature and scope of the position.

This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Minimum Qualifications

• A bachelor’s degree from an accredited institution.
  • Substitution: Related executive support experience may be substituted on a year-for-year basis for the bachelor’s degree.
• Experience with word processing, spreadsheet, presentation, and scheduling software.
• Experience screening and directing phone calls and messages.
• Experience scheduling and coordinating meetings, events, and official functions.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications

• Bachelor’s degree and three (3) or more years’ administrative support experience.
• At least three (3) years of experience in a Higher Education setting.
• At least one (1) year end user SharePoint experience.
• Experience with website platforms, especially Sitefinity.
• Experience with Slate admissions and CRM platform.
• Experience coordinating travel and preparing travel authorizations.

Required Competencies, Knowledge, Skills & Abilities

• Ability to manage in an executive office in an effective and efficient manner.
• Proven excellent oral and written communication skills.
• Extraordinary customer service and interpersonal/people skills.
• Ability to work with and communicate well with constituents from all levels of the University community.
• Ability to present an appropriate public image in keeping with the established professionalism of the Graduate School.
• Excellent time management, prioritization, and organization skills.
• Demonstrated proficiency in computer software applications such as Microsoft Office and Adobe Acrobat.
• Demonstrated creativity and ability to solve problems.

Salary and Benefits

The salary range (or hiring range ) for this position has been established at $53,098 – $67,540.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

The above salary range (or hiring range ) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Diversity and Equity

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu ​.

The University of Colorado Denver Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty, and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community, and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by November 13th, 2022. Those who do not apply by this date may or may not be considered.