Posting Detail InformationWorking TitleExecutive Assistant to the DeanPosition LocationFort Collins, COWork LocationPosition is fully in-office/in-personResearch Professional PositionNoPosting Number202402097APPosition TypeAdmin Professional/ Research ProfessionalClassification TitleTechnical/Support IIINumber of VacanciesWork Hours/Week40Proposed Annual Salary Range$80,000 -$95,000Employee BenefitsColorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment todiversity, equity and inclusion (https://inclusiveexcellence.colostate.edu/about/) , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
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Desired Start DatePosition End Date (if temporary)To ensure full consideration, applications must be received by 11:59pm (MT) on01/05/2025Description of Work UnitThe College of Business at Colorado State University is an AACSB -accredited business school that enrolls over 3,100 business majors, 800 graduate students, and 1000 students pursuing business minors. The Dean’s Office houses centralized administrative functions supporting strategic planning, academic research, faculty affairs, budgeting, accounting, human resources, purchasing, contracting, facilities management, information technology, marketing and communications. These administrative services support the five academic departments and several operating units supporting the College’s educational programs.Position SummaryThe Executive Assistant to the Dean of the College of Business ensures efficient use of the Dean’s time and the proper handling of administrative matters.This full-time, 12-month Administrative Professional position reports directly to the Dean. The Executive Assistant is responsible for the Dean’s Office operations and works closely with the Associate Deans, Department Chairs, and Unit Directors in the College of Business.This position provides executive assistance, including complex scheduling, travel and meeting arrangements, expense reimbursements, purchasing, and event planning. The position requires independent judgment in applying both policies and practical solutions. Attention to detail, strong planning skills, and excellent customer service are needed to complete daily responsibilities.The Executive Assistant to the Dean is also instrumental in ensuring the College meets deadlines and coordinates large projects.This position is in-person with occasional opportunities for remote work, as approved by the Dean.The successful candidate must be legally authorized to work in the United States by the proposed start date; the College of Business will not provide visa sponsorship for this position now or in the future.Required Job Qualifications
Bachelor’s degree
3 or more years working in support of all components of executive activities, including:
supporting top executives,
substantial experience in managing administrative responsibilities for executives,
anticipating needs and providing comprehensive support to drive the executive’s effectiveness and success,
scheduling and arranging meetings for executives, and
maintaining a high level of confidentiality and discretion.
Evidence of strong customer-service orientation, interpersonal skills, and professionalism
Experience with project planning and execution
Demonstrated autonomous, proactive problem-solving skills and experience anticipating needs
Exceptional detail orientation coupled with organization skills; ability to handle multiple tasks and prioritize projects efficiently and effectively
Strong written and verbal communication skills
Demonstrated proficiency in Microsoft Office Suite and demonstrated adeptness at learning new technology and software
Willingness and ability to work occasional evenings and weekends
Preferred Job Qualifications
Demonstrated advanced proficiency with Microsoft Office Suite, specifically PowerPoint, Outlook, and Outlook Calendar
Project management experience
Higher education work experience, especially supporting leaders and faculty in an academic environment
Bachelor’s degree or advanced degree in business administration, public relations, communications, legal studies, psychology, or other relevant field
Experience drafting executive-level communications on behalf of leadership
Diversity StatementReflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.Essential DutiesJob Duty CategoryProject Coordination and Executive InitiativesDuty/Responsibility
Manage and coordinate the external relations initiatives of the Dean.
Gather, update, track, report, and follow up on the College of Business projects and initiatives. Work to ensure deadlines are met and issues are resolved.
Project management of AACSB reporting and completion of components needed for reaccreditation. Responsible for logistics related to 6-year reaccreditation reporting and site visit.
Project management of the College’s annual deadlines and tasks. Ensure timely completion and key stakeholder engagement.
Support academic department administrative staff in completing Dean’s Office requests. Co-lead regular meetings with academic administrative staff to solicit and provide feedback, offer guidance, collaborate, and ensure proper procedures are followed.
Percentage Of Time25Job Duty CategoryExecutive Administrative SupportDuty/Responsibility
Provide executive-level support to the Dean and oversee day-to-day operations in the Dean’s office.
Support and coordinate the management of projects, proactively ensuring the Dean has the necessary resources and information to achieve success. Anticipate needs and provide comprehensive support to drive the Dean’s effectiveness and success.
Complete high volume, complex calendar, and scheduling coordination.
Complete calendaring and scheduling for the Associate Deans, as needed.
Coordinate meeting agendas and itineraries with the Dean and Associate Deans.
Complete office administrative tasks such as arranging and booking travel, purchasing items, document filing and retention.
Welcome visitors by greeting them and answering inquiries; timely and professional correspondence in addressing emails and calls.
When appropriate or requested, draft initial email content with a tone that is reflective of the Dean’s voice for review and disseminate email information to college faculty, staff, and students.
Manage day-to-day situations involving students, faculty and staff and make decisions as authorized by the Dean.
Coordinate with the Deans, Chairs, or Directors as needed, and provide relevant supporting documentation and recommendations.
Manage administrative deliverables to the Provost’s Office such as faculty evaluation submissions, annual role and responsibility submissions, sabbatical leave, and tenure and promotion.
Coordinate with academic department support staff to complete faculty tenure and promotion (P&T) administrative submissions to the Provost’s Office including review of faculty dossiers, mid-term reviews (progress toward tenure), and post-tenure evaluations for completeness.
Assist with comprehensive administrative coordination of complex academic searches.
Responsible for Executive Committee and Administrative Committee logistics, agenda topics, follow-up, and guest management.
Compile and organize reference materials and documents in preparation for key meetings and compile information necessary to complete a variety of annual reports required by the university.
Maintain well-organized document and information archive systems that are intuitive and allow for easily retrievable materials. Be able to quickly and accurately compile large amounts of documentation under tight deadlines.
Maintain the utmost confidentiality and discretion of Dean’s schedule, correspondence, activities, and any confidential information.
Work as a proactive problem solver and act with little or no direction. Anticipate upcoming activities, needs, or issues and efficiently provide the Dean with appropriate information.
Determine with little to no direction what needs to be prepared, researched, executed, followed up on, provided, or changed for the Dean or Associate Deans in preparation for meetings, tasks, or activities. Fully responsible for anticipating needs and providing what would be helpful to executive leadership.
Maintain high levels of organization and efficiency to improve Deans Office operations and reduce administrative burden.
Track expenses for Dean’s office expenditures and ensure expenses are allocated to the appropriate accounts.
Serve as a member of Fiscal and Administrative Support Team ( FAST ).
Supervises part-time student staff, including hiring, evaluating, coaching, and mentoring.
Other duties and projects, as assigned.
Percentage Of Time70Job Duty CategoryEvent PlanningDuty/Responsibility
Manage planning and logistics of the Global Leadership Council, the College of Business Dean’s advisory council with close coordination with executive leadership.
Manage planning and content logistics of college level and Dean’s office events and meetings.
Coordinate external communications and manage contact lists for the Dean.
Compile all talking points and logistics for Dean’s speaking and attendance engagements.
Percentage Of Time5Application DetailsSpecial Instructions to ApplicantsIn order for an application to be considered complete, applicants will be expected to provide:
A cover letter indicating interest in the position at Colorado State University along with a description of the applicant’s ability to meet the position’s required and preferred qualification
A resume
Contact information of three references. References will not be contacted without prior notification of candidates.
For full consideration, applications should be received no later than 11:59pm MST January 5, 2025, tohttps://jobs.colostate.edu/postings/154594however, applications will be accepted until the position is filled.CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.References will not be contacted without prior notification to candidates. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.Conditions of EmploymentPre-employment Criminal Background Check (required for new hires)Search ContactSarah Hill, sarah.j.hill@colostate.eduEEO StatementColorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. TheOffice of Equal Opportunity (https://oeo.colostate.edu/) is located in 101 Student Services.The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715,titleix@colostate.edu.The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836,oeo@colostate.edu.The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836,oeo@colostate.edu.Any person may report sex discrimination under Title IX to theOffice of Civil Rights, Department of Education (https://www2.ed.gov/about/offices/list/ocr/docs/howto.html) .Background Check Policy StatementColorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.References RequestedReferences RequestedMinimum Requested3Maximum Requested3Supplemental QuestionsRequired fields are indicated with an asterisk ().
Do you have a bachelor's degree?
Yes
No
Do you have willingness and ability to work occasional evenings and weekends?
Yes
No
Do you have 3 or more years working in support of all components of executive activities, including: supporting top executives, substantial experience in managing administrative responsibilities for executives, anticipating needs and providing comprehensive support to drive the executive’s effectiveness and success, scheduling and arranging meetings for executives, and maintaining a high level of confidentiality and discretion?
Yes
No
Please enter your number of years of experience working in support of all components of executive activities.
(Open Ended Question)
Do you have experience with project planning and execution?
Yes
No
Do you have demonstrated autonomous, proactive problem-solving skills and experience anticipating needs?
Yes
No
Do you have exceptional detail orientation coupled with organization skills; ability to handle multiple tasks and prioritize projects efficiently and effectively?
Yes
No
Do you have demonstrated proficiency in Microsoft Office Suite and demonstrated adeptness at learning new technology and software?
Yes
No
The successful candidate must be legally authorized to work in the United States by the proposed start date; the College of Business will not provide visa sponsorship for this position now or in the future. Do you have legal work authorization?
Yes
No
Applicant DocumentsRequired Documents
Resume
Cover Letter
Optional Documents
