Dean's Office Professional Assistant

Job Summary

The College of Media, Communication and Information at CU Boulder encourages applications for a Dean's Office Professional Assistant! This role provides professional administrative support to the Dean and senior executives in the Dean’s Office. This position operates with a high level of discretion and confidentiality, and independently exercises professional judgment.

The Professional Assistant works closely with the Dean to manage the Dean’s calendar; prepare materials for the Dean's meetings; fields requests for meetings and events requiring the Dean’s participation; assists in planning college events, and coordinates the college events calendar; and provides administrative support for projects and initiatives.
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 Media, Communication and Information (CMCI) was founded in 2015 to address ground-breaking change in the way people communicate, the tools they use and the impact that change has on society. The college has six departments that offer undergraduate and graduate degrees: the Department of Advertising, Public Relations and Media Design; the Department of Communication; the Department of Critical Media Practices; the Department of Information Science; the Department of Journalism and the Department of Media Studies. In addition, there is a graduate program in Intermedia Art, Writing and Performance. The college’s interdisciplinary approach unites students and faculty from these seven academic specialties to solve emerging problems in the constantly evolving world of communication and technology.

CMCI strives to be a community whose excellence is premised on diversity, equity and inclusion. We seek candidates who share this commitment and demonstrate understanding of the experiences of those historically underrepresented in higher education. We welcome applications from minoritized racial and ethnic identities, ciswomen, non-normative genders and sexualities, persons with disabilities, and others who have encountered legacies of marginalization.

What Your Key Responsibilities Will Be

Executive Support for the Dean and Office Management

Provides professional-level support to the CMCI Dean. This includes managing the Dean’s calendar, scheduling meetings and events and following up on action items. Prepares materials for the Dean in advance of calendared meetings and events. Ensures that meetings are well planned to maximize the Dean’s effectiveness. Ensures that meeting participants are appropriately prepared for meetings with the executive. Records minutes for meetings; provides follow-up with meeting participants on behalf of the executive.

The Professional Assistant manages the Dean's Office email account and telephone line, responding to or forwarding communications to the appropriate office or person. Working with Advancement, prepares and distributes periodic acknowledgment letters; prepares and distributes award notification letters to students, including the notification of Dean’s List students each semester, etc.; drafts executive level communications and distributes approved communications as appropriate.

Responsible for maintaining the Dean’s office area which may include supervising student staff, and maintaining office supplies and equipment.

Administrative Assistance to Associate/Assistant Deans and Senior Staff

In concurrence with the Dean, provides administrative support to Associate Deans, Assistant Deans, and senior staff for special projects, communications, and logistics coordination. These responsibilities include support for administration, operations, and personnel management in the following areas:


Administrative Support for Operations, Initiatives, and Personnel Management:

Responsibilities include but are not limited to:

• Agenda preparation for college leadership meetings, staff meetings, and meetings between the dean and provost; records action-items generated in meetings, and supports fulfillment of items by setting reminders for individuals responsible for action-items and regularly checking status of actions to provide support.
• Provides administrative support to supervisor for management of critical initiatives and projects.
• Serves as college liaison for the Faculty Computing Purchasing Program (FCPP).
• Assists the Faculty Affairs and HR Program Manager with the organization and maintenance of college records in compliance with campus records retention guidelines; and routine transactional functions, such as tracking appointments, and drafting offer letters.
• Coordinates CMCI Administrators working group as lead, and assists in the preparation of agendas, follows up on action items, and works to maintain strong working relationships among administrative support positions across the college.

Administrative Support for Communications, Advancement, and Student Experience Senior Staff:

Responsibilities include but are not limited to:

• Serves as point of coordination between departments and communications team for college events calendar, newsletter items, and other internal communications.
• Drafts executive level communications, as requested, and distributes approved communications.
• Supports Advancement team through distribution of acknowledgment letters, award notifications, scheduling, etc.
• Supports Student Experience team by preparing and distributing Dean's List and scholarship notifications, and provides additional support as appropriate.
• Supports Associate Dean of Undergraduate Education by taking minutes at committee meetings, monitoring Course Leaf to ensure course requests are moving through the system without delay.
• Supports Associate Dean of Graduate Programs and Research with scheduling and events coordination as needed.

Events

Assists with college-level event coordination, including calendaring, obtaining alcohol approvals, making catering arrangements, and securing locations. Works closely with the Dean's Office senior staff to provide enhanced logistical and administrative support for graduation events (virtual or in-person). This may include coordination with departments and advising staff, distribution of awards, and support for the communications and engagement team as needed.

What We Can Offer

The annual salary range for this position is $48,000 - $52,000.

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 Adaptable. Be Empowered. Be Boulder.

What We Require

• Bachelor’s degree from an accredited university or year-for-year equivalent experience including administrative support.
• One year experience supporting professionals and/or executives in an administrative support capacity; particularly in scheduling and events coordination. Equivalent combination of education and experience may substitute.

What You Will Need

• Approachable and highly customer service oriented.
• Proven effectiveness in strong written and verbal communications, collaboration, and problem solving.
• Attention to detail, and ability to prioritize tasks.
• Digital literacy including Microsoft Office: Outlook email and calendar, Excel, Word, and PowerPoint.
• Strong team work ethic.
• Ability to work independently and with initiative.
• Ability to assess a situation and initiate an appropriate action or response.
• Ability to work effectively in a demanding environment - includes ability to prioritize and meet due dates.

What We Would Like You To Have

• Three years of experience supporting executive administrative functions.
• Experience in higher education.
• Experience in event planning and scheduling.
• Experience with PeopleSoft, Concur, Cognos, and/or related systems.
• Experience in support for project management.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. 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 May 2, 2021 for consideration.

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

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu