University of Colorado Office Manager and Assistant to the Associate Deans in Boulder, Colorado

Office Manager and Assistant to the Associate Deans

Department:

College of Arts and Sciences

Requisition Number:

14607

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

10-Dec-2018

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Job Summary

The College of Arts & Sciences at the University of Colorado Boulder invites applications for an Office Manager and Assistant to the Associate Deans. The office manager and assistant performs primary, advanced, diversified and confidential operational and administrative support duties, correspondence and communications, requiring broad and comprehensive experience, skills and knowledge of organization policies and practices. This position oversees administrative management of Dean’s office logistics and provides professional, officer/executive-level support for the College of Arts & Sciences assisting Associate Deans.

The Office Manager and Assistant represents both the College of Arts & Sciences and Office of the Associate Deans to university constituents and the community in general, in a professional and knowledgeable manner through daily interactions. This position requires a 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. This position provides continuity when Associate Dean change-overs occur.

The Office Manager and Assistant routinely exchanges information with other support staff in the university and college’s upper-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.

Who We Are

The College of Arts and Sciences at the University of Colorado 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

Administrative

  • Determine scheduling priorities and maintain calendaring for seven Associate Deans, scheduling general office appointments, rescheduling, confidential or sensitive meetings, booking rooms, and off-campus travel.

  • Act backup scheduler for the Dean.

Office Management/Reception and General Administrative Duties

  • Serve as liaison between the Associate Deans and 60+ college departments, programs and centers, as well as with other campus administrators, faculty, students, staff, and public.

  • Track issues brought to the Dean and ensure resolution in accordance with the Deans’ expectations, Regential and State laws and university and campus policy.

  • Act as professional-level, confidential assistant to the Associate Deans (7).

  • Independently determine daily scheduling priorities of the Associate Deans.

  • Work directly with university officers to ensure accurate and timely exchange of information.

  • Assemble documentation for issues and problems brought to the Associate Deans for resolution.

  • Create and Maintain universal office calendar- critical deadlines, process dates, etc. in order to direct deans on deliverables.

  • Assist the Deans with projects (e.g. gathering statistics and peer data, compiling information for presentations, contacting donors and other stakeholders, etc.), and operation of the college; provide coordination related to carrying out the mission of the College and Campus; provide oversight and follow up.

  • Assist in the administration of awards.

  • Serve as front-desk office administrator, primary phone contact and point person for the Associate Dean’s Office.

  • Analyze incoming mail, e-mail, and compose and initiate correspondence, memoranda, reports and other word-processed documents on behalf of the Deans.

  • Serve as partner/collaborator for supervisee on event planning needs questions.

  • Serve as partner/collaborator for supervisee regarding onboarding and offboarding protocol and tasks.

  • Fiduciary management:

  • Serve as delegate and approval authority for expense reports in Concur; approve expense reports or return reports to the submitting employee for redirection.

  • Fiduciary responsibility for procurement/A-card use.

  • Remain a reviewer of purchases and "approver of assigned shopping carts" for all Old Main within the CU Marketplace.

  • Ensure required supplies are acquired and stored for deans and dean’s office.

Supervision

  • Develop cohesive team to meet priorities of the deans, which represent over sixteen thousand students, one thousand faculty, and three hundred staff.

  • Provide training and guidance to Dean’s Office Assistant position.

  • Ensure that there is coverage at all times, between the front desk and the Associate Dean’s office.

  • Conduct performance planning and evaluation.

What We Can Offer

The anticipated starting salary for this position is $52,000, commensurate with experience.

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 Dynamic. Be Professional. Be Boulder.

What We Require

  • Bachelor's Degree from an accredited institution.

  • 3 or more years of providing professional-level operations or administrative support.

What You Will Need

  • Demonstrated problem solving and decision making skills.

  • Experience in customer service.

  • Demonstrated ability to proactively analyze issues in such a way as to foresee possible problems or concerns that may arise and to develop possible solutions and initiate related action with little close supervision.

  • Excellent communication skills including written, verbal and interpersonal.

  • Organizational skills and ability to manage multiple priorities.

  • Proficiency using Microsoft Suite, Word and Excel.

  • Ability to work independently and as a member of a team.

  • Ability to schedule in multiple calendaring software.

  • High degree of professionalism and ability to maintain confidentiality.

  • Ability to work effectively in a working environment with multiple interruptions.

  • Ability to establish and maintain positive and cooperative working relationships.

What We Would Like You To Have

  • Proficiency with PeopleSoft HR and Financial systems, CU expense and Travel systems.

Special Instructions

To apply, please submit the following materials:

  • A current resume.

  • A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

You will not be asked to upload references at this time.

Please apply by December 10, 2018 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: HRESmail@colorado.edu

The University of Colorado is an Equal Opportunity/Affirmative Action employer