Graduate School Executive Assistant to the Dean’s Office/Office Manager

University of Colorado•Hybrid, CO

2d•Hybrid

About The Position

The Executive Assistant to Dean’s Office/Office Manager supports the Dean and Graduate School (GS) leadership in advancing the mission, programs, and operations of the GS. The Executive Assistant serves as the primary administrative and informational liaison between the Dean’s Office and internal and external constituents and provides high-level, confidential executive support requiring discretion, sound judgment, and initiative. This position reports directly to the Dean and receives general direction and supervision for the support of the Dean and GS services, programs, and projects. Based in the Graduate School Suite on the CU Anschutz Medical Campus, this position requires a minimum of four in‑person days per week, with one optional remote day. The Executive Assistant to the Graduate School Dean’s Office/Office Manager is an experienced administrative professional who manages a wide range of executive office functions in a fast‑paced academic environment. The role requires excellent organizational, communication, and customer service skills; the ability to anticipate leadership needs; and the capacity to manage competing priorities while maintaining confidentiality and professionalism. Working under the direction of the Dean, the Executive Assistant/Office Manager independently manages executive scheduling, communications, and logistics; coordinates meetings and events; supports Graduate School committees and official functions; and provides administrative support for Graduate School office needs.

Requirements

Bachelor’s degree from an accredited institution.
Proven experience taking meeting minutes, screening and directing phone calls and messages.
Experience scheduling and coordinating meetings, events, and official functions.
3-5 years of experience as an executive assistant or similar high-level administrative role.
A combination of education and related executive administrative experience may be substituted for the bachelor’s degree on a year‑for‑year basis.
Applicants must meet minimum qualifications at the time of hire.

Nice To Haves

Three (3) or more years of executive or senior‑level administrative support experience.
At least one year of experience working in a higher education or academic medical campus environment.
Experience coordinating travel and preparing travel authorizations and reimbursements.
Experience with university systems such as Concur, Marketplace, PeopleSoft, SharePoint, or similar platforms.
Experience supporting faculty leadership, councils, or academic committees.
High-level proficiency with Microsoft Teams, Office 365, Co-Pilot, and Outlook scheduling software, Zoom.
Ability to manage an executive office efficiently and professionally.
Excellent oral, written, and interpersonal communication skills.
Exceptional customer service and professional presence.
Ability to work with and communicate effectively with constituents at all levels of the university community.
Excellent time management, prioritization, and organizational skills.
Demonstrated discretion and ability to handle sensitive and confidential information.
Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams) and document management tools.
Demonstrated problem‑solving ability, initiative, and attention to detail.
Ability to work independently, manage ambiguity, and adapt to changing priorities.
Commitment to supporting inclusive excellence within the Graduate School and professionalism when representing the Graduate School with constituents.

Responsibilities

Facilitate and assist internal and external verbal and written communications from the Dean and other GS Leadership including greeting guests, answering phones, routing inquiries, preparing correspondence, copying/printing, and maintaining electronic and physical files.
Serve as the primary informational contact between the Dean and GS Leadership and other university offices, agencies, and external partners, using diplomacy and discretion.
Maintain the Dean’s calendar and as directed, respond to emails and written correspondence on behalf of the Dean; delegate follow‑up to appropriate staff, or flag items requiring the Dean’s attention.
Maintain and update organization charts, standard operating procedures, project templates, and workflow tools to improve efficiency and consistency within the GS.
Monitor emerging issues by collecting relevant information and preparing initial notes or summaries for GS leadership to review.
Determine the proper process and/or person to answer questions, resolve problems, and address issues for efficient resolution for GS constituents.
Exercise judgment in prioritizing executive requests, escalating issues, and resolving conflicts related to scheduling, resources, and competing institutional priorities.
Anticipate the needs of the Dean and Graduate School leadership by preparing, and organizing briefing materials, reports, and gathering background documents from units for meetings to ensure information flows smoothly across teams.
Process and route documents requiring the Dean’s review or signature, ensuring accuracy, completeness, and timely follow‑up.
Assist the Dean in reviewing and editing documents, including reports, presentations, and other GS materials.
Arrange administrative meetings with GS Leadership, constituent meetings, large group meetings, and off‑campus engagements.
Responsible for scheduling, coordinating and managing arrangements for GS meetings including Graduate Faculty Council meetings, staff meetings, committees, and task forces.
Prepare agendas, take minutes, distribute materials, and attend meetings as needed.
Coordinate logistics (room scheduling, catering, AV, facilities, etc.) for GS major yearly events such as commencement, convocation, and other signature events. Position requires rare after-hours attendance.
Make travel arrangements for the Dean’s GS-related travel and complete required travel documentation and reimbursements in accordance with university policies.
Oversee routine purchasing needs for the Dean’s Office, including procurement card reconciliation, Marketplace and coordination with finance staff.
Manage office operations for the Dean and GS Office, including supplies, records management, and coordination with campus partners as needed.