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Executive Assistant to the Dean of Natural Sciences
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Position Number: 5655482
Location: Boulder, CO
Position Type: Deans - Science

Executive Assistant to the Dean of Natural Sciences

Requisition Number: 59444
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 30-Sep-2024
Date Posted:

Job Summary

The College of Arts and Sciences at CU Boulder invites applications for the Executive Assistant to the Dean of Natural Sciences position! The Executive Assistant to the Dean of Natural Sciences performs complex and confidential operational and administrative support duties, correspondence, and communications. This is a position dedicated to supporting the office logistics for a specific Divisional Dean, by providing professional, executive-level support that requires broad and comprehensive experience, skills, and knowledge of organizational policies and practices. This Executive Assistant is a part of an administrative team responsible for supporting all three Divisional Deans (Social Sciences, Natural Sciences, and Arts & Humanities).
As a representative of the Division of Natural Sciences (NSCI) and the broader College of Arts & Sciences in general, this position carries out its job responsibilities in a professional, knowledgeable, and courteous manner through daily interactions. The person in this position must have the ability and willingness to communicate and interact with varied audiences, including high-level administration, faculty, staff, students, parents, key donors, and community members. This position requires a high degree of administrative authority, independence, and confidentiality in several areas of faculty and staff involvement.
The Executive Assistant routinely makes operation-level decisions in support of the Divisional Dean, and thus collaborates and exchanges information with other support staff in the university and college's central administrative structure. This position must work effectively in a demanding environment, anticipate needs proactively, appropriately evaluate priorities, manage multiple concurrent assignments, use independent judgment and decision-making skills to assess situations, and must initiate appropriate actions or responses. The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The College of Arts and Sciences at CU Boulder is the intellectual core of the university, conducting research, scholarship, creative work and education in more than 60 fields. Our research generates new knowledge, solving some of the world's most critical problems.
The college leads nationally in undergraduate and graduate education in the natural sciences, social sciences and arts and humanities, bringing world-class research and scholarship to our students, both in and out of the classroom.

What Your Key Responsibilities Will Be

Scheduling, Calendaring, and Room Booking:

Schedule meetings, determine scheduling priorities, maintain calendaring, and book rooms for the Dean; schedule and book off-campus travel for the NSCI Dean.
Schedule meetings and book rooms for the broader NSCI leadership team, as time permits and with supervisor approval.

Executive Administrative Support for the NSCI Dean and Administration:

Plan and prepare for daily scheduling priorities.
Provide professional-level, confidential assistance.
Track problems and issues brought to the Dean and ensure resolution in accordance with the Dean's expectations, Regental and State laws, and university and campus policy.
Review correspondence and draft initial responses, memoranda, reports and other documents, as assigned by the NSCI dean.
Provide project support as defined by the Dean, managing a diverse workload with minimal supervision; projects may include research initiatives and process improvements that contribute to the division's mission.

General Administrative Duties for the NSCI Dean's office:

Serve as the primary point of contact - for administrators, faculty, students, and staff, within and beyond the college, as well as for the broader public - in-person and by email, providing information, resolving complex inquiries, and making appropriate referrals within and outside the college; provide a high level of customer service in all contacts.
Provide day-to-day administrative support.
Manage student employment hiring and coordinate payroll actions with HR; supervise student employees as needed.
In partnership with the College Communication Team, assist with NSCI communication, marketing, and website development and updates; manage listservs and other NSCI communication platforms.
Seek to improve efficiency and recommend process changes based on analysis of operations; develop new perspectives and skills to improve processes.
Assist with travel planning (e.g., booking flights, lodging, conference/event registrations) for NSCI leadership.
Take lead on planning and driving NSCI events, including events that promote internal community building with students, faculty, and staff, AND external connective work with donors and the broader community (in partnership with Advancement).
Assist in securing event space, creating promotional and on-site event materials and assisting with logistics, including event setup and take down.
Ensure that shared equipment is in working order, maintained, and stocked (e.g copier and printer supplies-toner and paper).
Assist with onboarding logistics (e.g. coordinating communication about process/steps and timeline, coordination of move in/out, installation/removal of access to systems, coordinate access- space, keys, data, files, etc.)
Fiduciary management and support.
Serve as delegate and approval authority for expense reports in Concur; approve expense reports or return reports to the submitting employee for redirection.
Handle and review P-Card transactions for compliance with university policies; monitor, analyze, and reconcile expenditures ensuring documentation/justification and that each transaction is aligned with GASB principles of accounting and state fiscal rules, funding agency rules, uniform guidance rules, and university department regulations and policies.
Serve as the delegate for international travel approvals.
Serve as reviewer of purchases and "approver of assigned shopping carts" for NSCI leadership in CU Marketplace.

Other Duties:

As a member of the central college administration team, provide back-up coverage for the central college administration team, in coordination with NSCI needs.
Other duties as assigned by the supervisor and in collaboration with the NSCI Dean.

What You Should Know

This position will work primarily in person with some flexibility for remote work.

What We Can Offer

The annual salary range for this full-time position is $65,000- $70,000.
Onboarding assistance is available.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be impactful. Be creative. Be Boulder.

What We Require

A Bachelor's Degree from an accredited institution or an equivalent combination of education and experience may substitute for the degree.
3+ years of experience in providing high-level operations or administrative support.

What You Will Need

Strong time-management skills and ability to organize and coordinate multiple concurrent tasks.
Ability to work independently and with initiative and responsibility.
Proficient computer knowledge and skills with Adobe Acrobat and MS Office applications, particularly with Outlook, Word, Excel, and Power Point.
Ability to communicate effectively, both orally and in writing, with a variety of professionals, administrators, and students.
Demonstrated ability to work independently and assume responsibility for initiating and completing critical functions in the management of educational programs.
Demonstrated ability to work effectively in a team and within other collaborative work situations.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.
Please apply by 9/30/2024 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Executive-Assistant-to-the-Dean-of-Natural-Sciences/59444