Executive Assistant to the Dean

University of Colorado

1d•Hybrid

About The Position

The Business Operations Professional supports the comprehensive business, administrative, and financial functions of the Dean’s Office within the School of Pharmacy and Pharmaceutical Sciences. Reporting directly to the Dean, this role manages a wide range of operational needs, including processing daily administrative requests, coordinating complex travel arrangements, preparing and organizing correspondence, and ensuring sensitive matters are handled with discretion and in full compliance with university, state, and federal policies. The position also collaborates closely with faculty and staff by assisting with onboarding processes, serving as a resource for financial and procedural guidance, and supporting departmental projects as needed. In addition to core administrative responsibilities, this role plays a central part in event and financial management for the School. The Business Operations Professional plans and executes events of varying scale such as lectures, conferences, and official functions by coordinating logistics, managing communications, and partnering with campus offices to ensure policy compliance. Financial duties include processing procurement and travel transactions, reconciling monthly reports, supporting professional development fund usage, and resolving funding discrepancies in collaboration with campus finance teams. Through these combined functions, the position ensures smooth operations, strong stakeholder relationships, and reliable support for the School’s academic and administrative mission.

Requirements

Bachelor’s degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
One (1) year of experience with general business administration, event management, or providing financial administrative support.
Two (2) years of experience with general business administration, event management, or providing financial administrative support.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Significant knowledge and strong proficiency with Microsoft Excel, Word, Access, PowerPoint, Outlook, OneDrive, and working with ‘live’ documents.
Strong attention to detail and accuracy, balanced with the ability to maintain a broad perspective.
Excellent analytical, critical thinking, and problem-solving skills
Ability to establish work priorities and follow through to ensure completion of activities.
Ability to envision innovative ways of doing things and able to assertively challenge the status quo.
Strong organizational skills.
Ability to maintain confidentiality and exercise appropriate discretion with information.

Nice To Haves

One (1) year of business operations experience.
One (1) year of experience coordinating in-person and virtual events in an academic setting.
One (1) year of financial, accounting, and/or general business experience in higher education.
One (1) year of experience with University of Colorado systems (HCM, Marketplace, Concur), reporting, finance, procurement, invoicing, and expense reconciliation.
Experience providing administrative support.
Financial and budgetary experience.
Professional customer service experience.

Responsibilities

Provide comprehensive administrative support to the Dean’s Office, including managing daily operational requests, coordinating travel, preparing correspondence, and ensuring proper handling of confidential information in compliance with university, state, and federal policies.
Support faculty and staff by coordinating onboarding for new hires, assisting with relocations, and serving as a resource for financial processes, policy updates, and general administrative guidance.
Plan, coordinate, and execute school events, conferences, and official functions managing logistics such as venues, catering, communications, A/V needs, transportation, guest itineraries, and compliance with all required campus approvals.
Serve as a primary point of contact for event stakeholders, including faculty, staff, students, vendors, and visiting speakers, fostering positive relationships and ensuring smooth event execution.
Manage procurement, travel reimbursements, monthly expense reports, and financial transactions for the Dean’s Office, ensuring accuracy, timely reconciliation, and adherence to all applicable regulations.
Support departmental and school-wide financial activities, including professional development fund tracking, research-related expenditures, asset management, and resolution of funding discrepancies in collaboration with campus finance teams.
Contribute to overall school operations by assisting administrative colleagues, coordinating cross-unit projects, and ensuring consistent compliance with university policies such as FERPA, HIPAA, and other required training and regulatory standards.