Executive Assistant to the Dean
Executive Assistant to the Dean
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$ 61922 - 70910
1 Vacancy
Job Description
Applicants must havea Bachelors degree and administrative/executive level support experience. Progressive professional experience can substitute for a bachelors degree on a year-for-year basis.
Executive Assistant to the Dean
Deans Office College of Letters Arts & Sciences
At the base of the Rocky MountainsColorado Springs is captivated by its stunning landscapes making it a paradise for nature lovers. This city is more than its scenery a mosaic of history arts and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth an exceptional setting for both career and lifestyle.
Salary/Pay Range:$61922-$70910 annually. Compensation will be commensurate upon experience and qualifications. This position is exempt from the Fair Labor Standards Act (FLSA) overtime provisions.
Work Location: Primarily On-Site.
At UCCS our employees are our most valued asset. Were proud to offer:
Generous Time Off: Enjoy 22 vacation days 10 sick days paid parental leave 13 recognized holidays and provisions for bereavement jury duty and FAMLI Leave. - Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost including a yearly mental health visit. Plus benefit from affordable dental vision plans and competitive prescription drug prices.
- Financial & Retirement Benefits: Take advantage of our health savings flexible spending accounts and life and disability insurance. Plan for your future with our retirement options.
- Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
- Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage we prioritize well-being and holistic development.
- Want to know your total compensation Use ourcalculator to get the complete picture!
Summary
The Executive Assistant to the Dean provides administrative support directly to the Dean of Letters Arts & Sciences and supports the Dean and the college in meeting teaching research and service missions and external relations of the college. Responsibilities for this position include support of the colleges academic programs and initiatives faculty and staff personnel issues and facilitating the interaction of the dean with campus system and community members.
Essential Functions
The duties and responsibilities of the position include but are not limited to:
- Manage the Deans calendar.
- Prioritize Deans phone calls messages and mail.
- Draft reports and correspondence for Dean; route forms for signature.
- Coordinate the Deans initiatives and special assignments.
- Responsible for the Deans travel arrangements and reconciliation.
- Plan college-wide and office events.
- Other general support of the Dean as needed.
Fall and spring faculty meeting support
- Support the Associate Dean with all correspondence to the college.
- Event coordinator for all meeting needs such as facilities scheduling catering and hybrid meeting management.
- Prepare and distribute agenda and serve as recording secretary for the Fall and Spring LAS Faculty meetings.
- Create distribute manage and count ballots in the Fall and Spring LAS elections.
- Revise college bylaws and manual in coordination with the Committee on Policy and Procedures.
- Archive all meeting materials in both electronic and physical format.
Daily office management
- Reception:
- First point of contact for every person entering the office.
- Direct phone email and in person inquiries from staff faculty students and the community to the appropriate area for resolution.
- Process student forms needing approval from Associate Dean.
- General cleaning and upkeep of the office suite.
- Customer service:
- Determine the urgency of requests received and inform the appropriate parties in a timely manner.
- Meeting management:
- Select the best space to reserve for a meeting and what amenities and equipment are needed.
- Manage scheduling for conference rooms in Columbine Hall.
- Procurement and Finances
- Responsible for management of the operating expenditures for and procurement of office supplies.
- Order office supplies from appropriate venues in a timely manner.
- Serve as a procurement card holder.
- Support special-funded initiatives such as gift card custodian.
- Other office related duties:
- Support the Assistant and Associate Dean(s) with travel scheduling and event management as needed.
- Organize and implement without supervision the general office and administrative duties for the office.
- Oversee facilities work orders on behalf of Deans Office and academic building.
- Responsible for copy machine maintenance management.
- Responsible for creation of mailings and management of mailroom.
- Monitor and coordinate flow of correspondence-related assignments within the office.
- Coordinate events and communication of information from the Deans office such as conferences workshops faculty and staff retreats staff meetings and other matters as needed.
- Manage IT inventory for all Deans Office computers printers etc.
- Interact with members of the university community on behalf of the College.
- Attend applicable training sessions.
- Oversee the Deans general office records organization and maintenance system.
- Responsible for creation and timely distribution of Deans List and Presidents List letters each semester.
- Student Management
Supervise office student employees including but not limited to:
- Manage and participate in hiring committee.
- Process all hiring paperwork and maintain files for yearly audit.
- Train students how to perform their duties.
- Review and approve time sheets for student employees.
Faculty committee management and support
- Create manage and oversee all College committee membership lists including sending out the call for nominations and ensuring that terms of service overlap correctly.
- Prepare agenda organize meetings and serve as recording secretary for:
- Committee on Policy and Procedures.
- Committee on Academic Progress.
- Maintain accurate and up-to-date records for all committee members on website college-wide and office records.
Space management
- The Deans designee for assignment of all College offices labs and classrooms. Keep up-to-date records for Public Safety facilitate re-assignment of spaces and serve as liaison for any renovations or special projects.
Floor Safety Liaison
- Serve as a floor safety liaison for Columbine Hall including participation in various emergency drills briefing College of LAS Leadership Team on revisions/updates to safety plans being the primary point of contact for all 2nd floor occupants and participating in relevant trainings with the Emergency Management team.
Other duties as assigned
Tentative Search Timeline
- Priority will be given to applications submitted by:June 20 2025.
- Potential interview dates:Starting the week of June 23 2025.
- Potential start date: July 14 2025.
CU is an Equal Opportunity Employer and complies with all applicable federal state and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity and we encourage individuals from all backgrounds to apply including protected veterans and individuals with disabilities.
In accordance with the Equal Pay for Equal Work Act UCCS does not discriminate based on sex in our employment or compensation practices.
Employment Type
Full-Time
