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

Job Summary:

Executive Assistants provide administrative support directly to an officer of the university. Positions may provide executive scheduling, meeting and event coordination, office management, program coordination, committee support, communications, and/or accounting, personnel or payroll support.

Position Summary

• 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 inperson days per week, with one optional remote day.

Nature of Work

• 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.

Executive and Administrative Support (50%)

• 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.

Scheduling, Meetings, and Events (25%)

• 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.

Travel, Procurement, and Office Operations (25%)

• 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.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of # days per week on campus and as needed for in-person meetings.

Why Join Us:

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options

• Dental: Multiple plan options

• Additional Insurance: Disability, Life, Vision

• Retirement 401(a) Plan: Employer contributes 10% of your gross pay

• Paid Time Off: Accruals over the year

• Vacation Days: 22/year (maximum accrual 352 hours)

• Sick Days: 15/year (unlimited maximum accrual)

• Holiday Days: 15/year

• Tuition Benefit: Employees have access to this benefit on all CU campuses

• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

• 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.

  • Substitution: 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.

Preferred Qualifications:

• 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.

Knowledge, Skills and Abilities:

• 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.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position (only use if a cover letter is necessary)

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Kathryn Wennerstrom, Kathryn.wennerstrom@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by June 1, 2026 Those who do not apply by this date may or may not be considered. Hiring department will need to notify their Talent Acquisition Consultant when they want to have the advertisements removed for the posting.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $59,278-$75,402

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

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.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.