Executive Assistant, Office of Research and Technology Transfer

Position Title

Executive Assistant, Office of Research and Technology Transfer

The Opportunity This position provides executive-level administrative assistance to the Vice President for Research and Technology Transfer (VPRTT) and the Director of Materials and Energy Initiatives within the Office of Research and Technology Transfer (RTT). Position provides broad administrative support to the VP, Director and the RTT Team, including assistance with project management, fiscal support, and responding to inquiries and requests. Responsibilities include managing calendars, scheduling, coordinating, and planning of meetings and events, travel arrangements, budget tracking, handling of procurement card purchases, allocation of expenditures to corresponding budgets, and special projects as needed. Other duties include serving as an initial point of contact for the RTT Office, minute taking, updating forms and web content; managing, overseeing, and supervising student employees, and other duties as assigned. Responsibilities

Essential Functions: Executive-level Administrative Support to Vice President for Research and Technology Transfer and the Director of Materials and Energy Initiatives (75%)

• Supporting the Vice President for Research and Technology Transfer (VPRTT) with management and coordination of projects, and utilization of project planning tools.
• Managing the VP & Director of Materials and Energy Initiatives calendar which includes coordination and scheduling of various meetings, communicating with both internal and external constituents, finding appropriate meeting space, ensuring technology and printed materials are ready for meetings and taking minutes at meetings when appropriate.
• Make travel arrangements for the VPRTT and complete all necessary reports, utilizing MAPS as other systems as appropriate. Ensure that expense reports are processed in a timely and accurate manner, with expenses allocated to the correct accounts.
• Develop, manage, control, and execute procedures and actions to maintain smooth operation of the RTT office. Responsible for planning and executing VPRTT driven events. These responsibilities include: planning and organizing; managing budgets; issuing invitations; making catering and other expenditure decisions; handling reservations, and attending the events and managing event operations as needed.
• Schedule hotel reservations, business meetings, catering, and travel accommodations for visitors.
• Manage and support student employees that may be hired by the office.

Executive-level Fiscal Support to the Vice President for Research and Technology Transfer and the Director of Materials and Energy Initiatives (25%)

Fiscal management and analysis on behalf of RTT, including oversight for all VPRTT managed funds. Using balance sheets, expense histories, and other data, this position provides analysis and strategic budget recommendations to the VPRTT for high-level, multi-year budget planning. In consultation with VPRTT, will make independent decisions to allocate, move, and increase or decrease funds related to budgets for operating expenses, faculty support and other portfolio-specific needs.

Essential functions include, but are not limited to:

• Financial analyses, variance analyses, and management of office-specific revenues and expenses.
• Broad financial decision-making authority as delegated by VPRTT.
• Analysis of operating funds, IDC returns, foundation funds and auxiliary funds. Make strategic decisions to best use available resources and request additional resources as appropriate.
• Preparation and oversight of budget requests that are accurate, strategic and take appropriate variables into account. Communicate needs and priorities clearly and effectively to VPRTT.
• Identification and coordination with VPRTT on issues of significant financial or budgetary consequence.

Minimum Qualifications

• Bachelor’s degree in related area and/or appropriate experience that is substituted on a year for year basis.
• Minimum 2 years Administrative Support experience
• Must be well organized, detail oriented, possess excellent verbal and written communications skills, and have the ability to maintain confidentiality.
• Advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on Excel, Outlook Calendar, PowerPoint and database skills, electronic calendar management, various videoconferencing applications such as Zoom and Teams, and email applications.
• Fiscal management and budgeting experience.
• Strong ability to work independently and as a team member.
• Ability to multi-task and serve multiple constituents, balancing needs and prioritizing appropriately.
• Diplomacy, professional appearance, and demeanor.
• Proven customer service and customer relationship management experience.

Preferred Qualifications

• Experience working in higher education administration.
• Experience providing administrative support at the executive level or c-suite level

About Mines & Golden, CO
Mines is consistently ranked among the top engineering colleges in the United States and ranks number one as the best public school in the state for best value colleges. Mines is located in the heart of Golden, Colorado, a western suburb of Denver. The campus location offers a small-town ambiance with close proximity to all that the Denver metropolitan area has to offer with an abundance of cultural events, museums, theaters and sporting venues. An arid climate and an average 300 days of sunshine per year make the area an ideal place to live, work and play. We seek individuals who value a diverse and inclusive community – offering different perspectives, experiences, and cultures that enrich the educational and work experience. Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.

Pay Range

$72,000 - $81,000

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Total Rewards Mines is proud to provide exceptional benefits that include pay, health & wellness and work/life balance offerings. Our portfolio of benefits includes medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. Additionally, Mines employees are eligible for tuition benefits (for employees and dependents), generous paid holidays and leaves and discount programs. For more information, visit Mines benefits . How to Apply Review of applications will be ongoing continue until filled. Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.

For any questions about this opportunity contact Kathleen Feighny, Human Resources, at kfeighny@mines.edu. Background Investigation Required Yes COVID-19 Vaccine Requirement This position will require documented proof of full COVID-19 vaccination or exemption because of a medical or religious exclusion. New employees will be required to provide attestation to their status with proof of vaccination upon hire. Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance.


Advertised: May 26, 2022 Mountain Daylight Time
Applications close: Jun 20, 2022 11:55 PM Mountain Daylight Time