Executive Assistant to the Dean

Posting Detail InformationWorking TitleExecutive Assistant to the DeanPosition LocationFort Collins, COWork LocationPosition is fully in-office/in-personResearch Professional PositionNoPosting Number202401858APPosition TypeAdmin Professional/ Research ProfessionalClassification TitleProf/Indiv Contrib IINumber of VacanciesWork Hours/Week40Proposed Annual Salary Range$85,000- $95,000Employee BenefitsColorado State University is not just a workplace; its a thriving community thats 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.+ Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)+ Explore the additional perks of working at CSU here.+ For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .+ Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !Desired Start DatePosition End Date (if temporary)To ensure full consideration, applications must be received by 11:59pm (MT) on11/11/2024Description of Work UnitFounded in 1870, Colorado State University is among the nations leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.Office of the Dean for the College of Veterinary Medicine and Biomedical Sciences.We improve the health of animals, people, and the planet through innovative and dedicated teaching, research, outreach, and clinical service. Through our actions, we inspire the next generation of leaders.Position SummaryThe Executive Assistant to the Dean is an executive-level position partnering with the Dean of the College of Veterinary Medicine and Biomedical Sciences ( CVMBS ) to execute decisions and authorities delegated by the Dean and to ensure efficient and strategic use of the deans time by overseeing administrative functions. This is a direct report to the Dean and serves as a non-voting, advisory member of the CVMBS Executive Council.This position is responsible for high-level business/operational decisions impacting the college and the university as delegated and authorized by the Dean or Chief of Staff. This position also provides executive-level support to the dean. It makes executive decisions to prioritize requests for the Dean and carry out delegated decision-making, build travel itineraries, prioritize demands, interface with key internal and external stakeholders, and facilitate logistical aspects that arise. This position must triage high-level administrative concerns on behalf of the Dean, determine priority levels for urgent matters, emergencies, and safety concerns, etc. and handle executive communications. It must execute sound judgment to make decisions as authorized by the Dean or Chief of Staff and to develop key college-wide internal and external events.The Executive Assistant to the Dean assists the dean to anticipate, solicit, and collect evaluative information from staff for all direct reports to the dean. Knowledge of the processes, procedures, issues, human resources, and infrastructure systems of the college and university is required. The position acts as the liaison between the dean and other executive or high-level administrators on campus such as the vice presidents, directors, and college deans as well as serving as the college contact in disseminating information from those offices to departments within the college on the deans behalf. The incumbent must exercise significant discretion and excellent judgment. Outstanding communication skills and attention to detail are a must. Due to high visibility, this position requires professionalism, exemplary customer service skills, and a welcoming disposition.Working in collaboration with the dean, college communications director, and internal communications manager, this position will serve as an executive communications strategist, responsible for the content, and tone reflective of the Deans voice and strategic vision. The position will have access to the colleges listservs and review and disseminate, as appropriate, information to college faculty, staff, and students.Additionally, this position will assist in professional content creation for letters, nominations, presentations, and other technical documents or media. The individual will review and incorporate tools into the CVMBS deans office workflow to enhance the efficiency, accuracy, and timeliness of communications. As the gatekeeper to the Dean, it is crucial that the incumbent participates in education and initiatives related to justice, equity, diversity, and inclusion and promotes and engages these principles within their work and leadership in the college office.This position is mostly in-person but may have the opportunity for occasional remote work.A signing bonus and/or moving expenses may be available for eligible candidates.Required Job Qualifications+ Bachelors degree in science, journalism, communications, public relations, or a related field or at least 5 years of administrative assistance experience.+ Demonstration of excellent verbal and written communication skills, and ability to work collaboratively and productively with a diverse array of stakeholders.+ Demonstrated ability to successfully interact and communicate with diverse backgrounds and at all levels of the university and the community.+ Experience working in an environment that requires adaptability, independent management of competing demands, and adjustments to frequent change.+ Demonstrated administrative, organizational, and problem-solving skills.+ Experience exercising sound judgment and discretion when working with confidential information.+ Demonstrated commitment and promotion of justice, equity, diversity, and inclusion in the workplace.+ Demonstrated commitment to promoting CSUs values: Inclusion, Integrity, Respect, Service, and Social Justice and CVMBS values Transparency, Accountability, Collaboration, Respect, and Innovation.+ Demonstrated proficiency with all Microsoft Office products, particularly Outlook, Powerpoint, Word, and Excel and demonstrated experience adopting new tools to streamline and improve processes.Preferred Job Qualifications+ Experience creating professional content and communications for diverse stakeholders and experience learning and matching the tone of executive leaders.+ Event planning experience.+ Experience in higher education, preferably within an administrative or academic unit.+ Experience using financial, travel, HR, and other electronic systems such as Kuali Financial Systems, Talent Management System, and Oracle, as well as electronic/virtual meeting software including Microsoft Teams and Zoom, and other electronic platforms (e.g. OneDrive file management).+ Ability to review existing processes and identify gaps, provide recommendations, build a strategy to solve, and then implement solutions.+ Experience creating strategic communications content (copywriting, marketing, executive communications).+ Evidence of technical writing and professional content creationDiversity StatementReflecting departmental and institutional values, candidates are expected to have the ability to advance the Departments commitment to diversity and inclusionEssential DutiesJob Duty CategoryExecutive Council CoordinationDuty/Responsibility+ Schedule meetings, coordinate the setting of agendas with Dean, Chief of Staff, Executive Associate Dean and others, and prepare related materials including an EC brief sent in advance of every EC meeting.+ Help identify guests for executive council meetings and coordinate their visits. Maintain running list of future agenda items and ensure follow-through.+ Record minutes for EC meetings, post on a secure file location to serve as a document of record, and ensure follow-up on action items.+ Develop content for distribution to CVMBS executive council at the direction of Dean, EAD , CoS.+ Executive Council ex-officio (non-voting) memberPercentage Of Time10Job Duty CategoryEvent CoordinationDuty/Responsibility+ Coordinate CVMBS fall and spring forums, VIP meetings, EC retreats, deans career talks, lunch sessions with DVM students, bi-annual meetings with CVMBS University Distinguished Professors, Scholars, and Center Directors, and other Deans office special events.+ Coordinate efforts of other college administrative staff, internal communications staff and others as appropriate to execute large events.+ Arrange catering/food delivery for events making sure that food/beverage selections and quantities are appropriate for the occasion. Ensure vendors provide itemized invoices at the time of delivery as well as ensuring vendors remove State and Federal taxes from invoices before submitting for university payment. Prepare and submit receipts according to PCard requirements.Percentage Of Time5Job Duty CategoryFaculty Evaluation ProcessesDuty/Responsibility+ Assist the dean to solicit and collect evaluative information from staff for all direct reports to the dean. Knowledge of the processes, procedures, issues, human resources, and infrastructure system of the college and university is required.+ Serve as a resource specialist to staff within the college on administrative matters related to faculty evaluation processes and communicate this information to staff.+ Support the Executive Assistant to the Executive Associate Dean in the coordination and completion of faculty tenure and promotion (P&T) processes including review of faculty dossiers for completeness, mid-term reviews (progress toward tenure), and post-tenure evaluations make sure all information is complete prior to it being forwarded to the provost.Percentage Of Time5Job Duty CategoryExecutive InitiativesDuty/Responsibility+ Execute special projects and assignments as requested by the Dean or Chief of Staff. Provide appropriate follow-up to ensure completion of tasks delegated by the Dean or Chief of Staff.+ Facilitate Dean, Chief of Staff and Associate Deans decision-making by researching, assembling, and coordinating relevant supporting documentation and recommendations.+ Determine, collect, direct and/or compile necessary information in response to ad- hoc or recurring requests including annual reports or activities required by college code, accreditation authorities, and central administration of the university, as well as for national veterinary organizations (e.g., AVMA , AAHA , AAVMC ). The requires determination of the appropriate information data points and identification of valid, reliable sources across multiple units and individuals. It can include extremely sensitive information and may involve very short response timelines.+ Oversee and confirm the validity, allowability, and appropriateness of activity for the deans budget accounts and the associated expenses.Percentage Of Time20Job Duty CategoryExecutive Communication supportDuty/Responsibility+ Generate content within a tone that is reflective of the Deans voice and determine delivery methods to engage the appropriate audience most effectively. Review and disseminate global email information to college faculty, staff, and students.Percentage Of Time10Job Duty CategoryExecutive SupportDuty/Responsibility+ Administer the Deans schedule using MS Outlook, ensuring efficient use of the Deans time. Effectively manage, plan, and prioritize Deans commitments when scheduling appointments and making travel arrangements. Route appointments to delegates as appropriate. Coordinate with the Chief of Staff to execute the deans activities and travel. Keep Executive Associate Dean ( EAD ) and EAD Assistant apprised of deans commitments that may impact EAD or department heads.+ Seek out new processes and tools to enable efficiencies for self, Dean, Chief of Staff and executive leadership team.+ Screen the Deans schedule daily looking for conflicting appointments or difficult logistics (meeting locations, etc.), and make judgement calls on what meetings can or should be moved, or cancelled, when there are conflicts.+ Priorities can be ever-changing for the Dean. Stay abreast of changing circumstances so the Deans schedule remains in alignment with priorities.+ In partnership with the Chief of Staff, facilitate the Deans preparation for meetings. Disseminate meeting materials and implement meetings called by the Dean or Chief of Staff, organize, and produce background information and materials for the Deans meetings. Create an easily retrievable archiving system for meeting materials.+ Assist the Dean and Chief of Staff with the organization and archiving of necessary and appropriate data and information.+ Respond to email on behalf of the Dean when deemed appropriate.+ Maintain confidentiality and discretion regarding Deans schedule, correspondence and activities.+ Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries.+ Coordinate with key stakeholder activities and timelines, and track follow-up action items accordingly.+ Apply sound decision-making to ensure the Dean is aware of all matters requiring attention, and to triage high-level administrative concerns on behalf of the Dean.+ Serves as a liaison between the Dean and other administrators on campus, such as the Vice President, directors, and college deans.Percentage Of Time50Application DetailsSpecial Instructions to ApplicantsInterested applicants must submit a cover letter that addresses how professional experiences align with the required and preferred qualifications, a current resume, and the names, addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates. If you have questions, please contact Chris Haase at christine.haase@colostate.edu. This position will remain open until filled, however, for full consideration, please apply by11:59pm MT on November 11, 2024.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.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 ContactChristine Haase, christine.haase@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 Universitys 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 (*).Applicant DocumentsRequired Documents+ Cover Letter+ ResumeOptional Documents