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

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

University of Colorado Anschutz Medical Campus

Department: Graduate School

Position #: 00703578 - Requisition #: 39908

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 in-person 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: We have AMAZING benefits... (benefits listed)

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.

Preferred Qualifications: (listed)

Knowledge, Skills and Abilities: (listed)

How to Apply: For full consideration, please submit... (listed)

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

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