Job Details

Executive Assistant to the Dean

Position Number: 6300856
Location: Colorado Springs, CO
Position Type: Executive Assistants

Executive Assistant to the Dean - 37045 University Staff

Description
Executive Assistant to the Dean

Dean's Office, College of Letters, Arts & Sciences

Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!

Who We Are

The University of Colorado Colorado Springs (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking an Executive Assistant to the Dean to join our team! UCCS is committed to academic excellence, professional development, and fostering an environment that supports innovation and student success.

At the base of the Rocky Mountains, Colorado Springs is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery – a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.

Salary/Pay Range: $61,922-$70,910 annually. Compensation will be commensurate upon experience and qualifications. This position is exempt from the Fair Labor Standards Act (FLSA) overtime provisions.

Work Location: Primarily On-Site.

Benefits at a Glance

At UCCS, our employees are our most valued asset. We're proud to offer:

Generous Time Off: Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.
Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.
Financial & Retirement Benefits: Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.
Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.
Want to know your total compensation? Use our calculator to get the complete picture!

Summary

The Executive Assistant to the Dean provides administrative support directly to the Dean of Letters, Arts & Sciences and supports the Dean and the college in meeting teaching, research, and service missions and external relations of the college. Responsibilities for this position include support of the college's academic programs and initiatives, faculty, and staff personnel issues, and facilitating the interaction of the dean with campus, system, and community members.

Essential Functions

The duties and responsibilities of the position include, but are not limited to:

Supporting the Dean

Manage the Dean's calendar.
Prioritize Dean's phone calls, messages, and mail.
Draft reports and correspondence for Dean; route forms for signature.
Coordinate the Dean's initiatives, and special assignments.
Responsible for the Dean's travel arrangements and reconciliation.
Plan college-wide and office events.
Other general support of the Dean, as needed.

Fall and spring faculty meeting support

Support the Associate Dean with all correspondence to the college.
Event coordinator for all meeting needs such as facilities scheduling, catering, and hybrid meeting management.
Prepare and distribute agenda and serve as recording secretary for the Fall and Spring LAS Faculty meetings.
Create, distribute, manage, and count ballots in the Fall and Spring LAS elections.
Revise college bylaws and manual in coordination with the Committee on Policy and Procedures.
Archive all meeting materials in both electronic and physical format.

Daily office management

Reception:
- First point of contact for every person entering the office.
- Direct phone, email, and in person inquiries from staff, faculty, students, and the community to the appropriate area for resolution.
- Process student forms needing approval from Associate Dean.
- General cleaning and upkeep of the office suite.
Customer service:
- Determine the urgency of requests received and inform the appropriate parties in a timely manner.
Meeting management:
- Select the best space to reserve for a meeting and what amenities and equipment are needed.
- Manage scheduling for conference rooms in Columbine Hall.
Procurement and Finances
- Responsible for management of the operating expenditures for and procurement of office supplies.
- Order office supplies from appropriate venues in a timely manner.
- Serve as a procurement card holder.
- Support special-funded initiatives, such as gift card custodian.
Other office related duties:
- Support the Assistant and Associate Dean(s) with travel, scheduling, and event management as needed.
- Organize and implement, without supervision, the general office and administrative duties for the office.
- Oversee facilities work orders on behalf of Dean's Office and academic building.
- Responsible for copy machine maintenance management.
- Responsible for creation of mailings and management of mailroom.
- Monitor and coordinate flow of correspondence-related assignments within the office.
- Coordinate events and communication of information from the Dean's office, such as conferences, workshops, faculty and staff retreats, staff meetings, and other matters as needed.
- Manage IT inventory for all Dean's Office computers, printers, etc.
- Interact with members of the university community on behalf of the College.
- Attend applicable training sessions.
- Oversee the Dean's general office records organization and maintenance system.
- Responsible for creation and timely distribution of Dean's List and President's List letters each semester.
Student Management

Supervise office student employees, including, but not limited to:

- Manage and participate in hiring committee.
- Process all hiring paperwork and maintain files for yearly audit.
- Train students how to perform their duties.
- Review and approve time sheets for student employees.

Faculty committee management and support

Create, manage, and oversee all College committee membership lists, including sending out the call for nominations and ensuring that terms of service overlap correctly.
Prepare agenda, organize meetings, and serve as recording secretary for:
- Committee on Policy and Procedures.
- Committee on Academic Progress.
Maintain accurate and up-to-date records for all committee members on website, college-wide, and office records.

Space management

The Dean's designee for assignment of all College offices, labs, and classrooms. Keep up-to-date records for Public Safety, facilitate re-assignment of spaces, and serve as liaison for any renovations or special projects.

Floor Safety Liaison

Serve as a floor safety liaison for Columbine Hall, including participation in various emergency drills, briefing College of LAS Leadership Team on revisions/updates to safety plans, being the primary point of contact for all 2^nd floor occupants, and participating in relevant trainings with the Emergency Management team.

Other duties as assigned

Tentative Search Timeline

Priority will be given to applications submitted by: June 20, 2025.
Potential interview dates: Starting the week of June 23, 2025.
Potential start date: July 14, 2025.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.

Qualifications

Applicants must have a Bachelor's degree and administrative/executive level support experience. Progressive professional experience can substitute for a bachelor's degree on a year-for-year basis.

Special Instructions to Applicants: · Applications submitted by 5/20/2025 by 5:00 PM MST will receive full consideration however, this position is open until filled. · Applications submitted through email or surface mail will not be considered. Please apply at cu.edu/cu-careers (job #: 37045). · Official transcripts will be required upon hire. If you have technical difficulties with your application, please contact the CU Careers help desk at 303-860-4200 #5 or cucareershelp@cu.edu. Job related inquiries should be directed to the posting contact. The University of Colorado Colorado Springs will not sponsor work visas or permanent resident applications for this position. Application Materials Required: Cover Letter, Resume/CV Application Materials Instructions: To apply, please submit the following application materials to this posting. 1. A cover letter. 2. A current resume. When submitting the materials, check the Job Specific Attachments box next to each document in order for the search committee members to see your materials.

Job Category: Professional Support Services

Primary Location: Colorado Springs Department: C0001 -- Colorado Springs Campus - 40051 - LAS-Administrative Operations

Schedule: Full-time

Posting Date: Jun 13, 2025

Unposting Date: Ongoing Posting Contact Name: AJ Vafiades Posting Contact Email: avafiade@uccs.edu Position Number: 00480108