Executive Assistant to the Dean (multiple positions)

Department
College of Prof. Studies Office

The Dean of the College of Health and Human Sciences (CHHS) and the Dean of the College of Aerospace, Computing, Engineering and Design (CACED) at Metropolitan State University of Denver are seeking Executive Assistants for their respective offices. The Executive Assistants will work closely with the Deans, Associate Deans, Dean’s Office Staff, Department Chairs, and Directors within their Colleges. CHHS houses and supports eight departments and a Health Institute, delivering programs to both undergraduate and graduate students. CACED houses and supports four departments, an Advanced Manufacturing Sciences Institute, and a Cybersecurity Center, delivering programs to undergraduate students.

The Executive Assistants will provide diversified, executive-level administrative support to the Deans as well as college leadership, and oversee daily administrative operations in the Office of the Dean. Qualified candidates are expected to work with and for others. They will cultivate and maintain relationships as they work closely, accurately, and independently within broadly defined guidelines. They should be effective communicators who are aware of and responsive to the needs and concerns of the many types of constituents who interact with the Dean and the College staff.

Responsibilities

Executive Assistant to the Dean - 50%

• Manages day-to-day operations, scheduling, and processes for the Dean and offers executive-level assistance to the Dean and Associate Deans of the college.
• Liaison with the President’s Office, Provost and Vice President of Academic Affairs Office, Faculty Affairs, Human Resources and other inter-institutional and tri- institutional offices on campus.
• Periodically studies, analyzes, and determines different processes to match changing University policies. Demonstrates appropriate decision-making authority to implement new processes and oversee these practices in a manner congruent with University and College policies.
• Provides leadership to fellow administrative support staff and sets priorities within the office to effectively carry out the core daily operations of the office and serve internal constituents. Duties include coordinating with other administrative support staff within the University, ensuring that the standards of professionalism and customer service reflect the values and service standards communicated by the Dean, and leading staff meetings and projects.
• Manages and executes a variety of special projects, as assigned by the Dean.
• Provides exceptional customer service to all constituents. This includes fielding inbound phone calls and emails to the Dean for business, student and stakeholder-oriented questions, meeting requests and concerns, and processes responses from the Dean for her consideration.
• Manages the Dean’s calendar and appointments, ensuring that meeting requests are completed in a timely fashion and vetted in an appropriate manner. Essential duties include prioritizing meeting requests and streamlining the workflow management of the Dean’s calendar as well as initiating the scheduling of meetings.
• Prepares travel authorizations that includes making airline, hotel, and transportation reservations. Manages travel expense reports in alignment with university policies, procedures, and deadlines.
• Utilizes Workday and corporate card for travel and other expense authorization processes.

Manages the Dean’s Office - 30%

• Manages and coordinates the office logistics and administrative tasks for the College.
• Serves as Emergency Preparedness Coordinator, attends necessary workshops and seminars, instructs the unit on emergency response information, and keeps emergency call lists up to date. Provides leadership to ensure all departments have an identified Emergency Preparedness Coordinator and are following university procedures.
• Maintains access matrices and works closely with AHEC and MSU Denver Facilities for access and approval.
• Supervises student employees and potential future Dean’s office staff to ensure a well-functioning, welcoming, and responsive office.
• Provides administrative support to the development of processes in the Dean’s Office.
• Provides leadership around the development of the college brand and actively participates in the development and execution of the strategic plan.

College Events & Communication - 15%

• Prepares correspondence and communication efforts for the Dean and the College including, but not limited to, drafting letters, presentation materials, memos, reports, forms, and speeches.
• Coordinates collection of all appropriate data, attachments, and signatures on a variety of documents prior to giving them to the Dean or Associate Deans for their signature and/or processing.
• Organizes election and appointment process for faculty/staff to various college and university committees.
• Implements the timeline and procedures for the Chairs preference polls and coordinates and distributes the faculty evaluations of their Chairs and the Dean. Ensures compliance with State and University requirements for maintenance and preservation of official records.
• Develops and supports the development of surveys and manage survey data as needed.
• Plans, coordinates, and implements events for the College.

Other Duties as Assigned - 5%

Required Qualifications

• Bachelor's degree and a minimum of two years of high-level administrative experience
• Extensive Microsoft Office experience, with demonstrated ability to create, manage, and edit in Word, PowerPoint, Excel, and Outlook
• Demonstrated experience leading or managing projects that require a high level of attention to detail and excellent communication skills

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Successful applicants will clearly articulate how each required qualification is met within their resume or cover letter.

Preferred Qualifications

• Experience with Banner
• Experience with Workday
• Experience in My Clinical Exchange
• Experience with notetaking and taking and maintaining minutes from high-level meetings
• Experience handling travel arrangements in a professional setting
• Supervising others in an office environment
• Excellent communication and proofreading skills
• Ability to work independently and as a team
• Ability to handle matters confidentially
• Ability to solve problems and make decisions as appropriate for the position

Work Hours/Type

The candidate must be able to work in person on campus, Monday – Friday 8:00 am - 5:00 pm.

Salary for Announcement

The full salary range for these positions is $ 49,900 - $74,900; the anticipated hiring range is $60,000 - $68,000. The salaries of the finalists selected for these roles will be set based upon a variety of factors, including but not limited to, internal equity, experience, training, and qualifications.

MSU Denver offers excellent benefits that include medical, dental, retirement, tuition benefit, RTD pass, and more. For a brief overview of these options, please visit our Benefits section.

Instructions to Apply

These positions are open until filled. Please apply through MSU Denver Careers , and search for JR101276. Internal applicants must apply through their MSU Denver Workday profile by selecting the Career tab within the Menu and searching 'Find Jobs'.

Applications that do not include the following required documents may not receive full consideration:

1. Resume

2. Cover letter

3. References. Names and contact information for three professional references (at least one reference provided must be a supervisor, either current or former)

Upload all materials into the resume submission field; multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission.

Official transcripts will be required of the candidate selected for hire.

Closing Date

Open Until Filled

Posting RepresentativeTanya Rogowsky

Posting Representative Emailtrogowsk@msudenver.edu

Benefits

MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Employee Benefits Offerings

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.