Assistant Director, Executive Support & Strategic Operations

About the role

This position reports directly to the Dean and provides senior level executive support to the Dean, Senior Associate Dean, and Assistant Dean of Business and Operations. The incumbent will use independent thinking/decision making in many of these job functions.

Essential Functions

• Maintains the Deans calendar and sets up meetings for the Dean.
• Serves as the first point of contact for the Ritchie School with senior individuals on campus, in the Colorado community, and globally.
• Functions as liaison between the Dean’s office and other divisions of the University, as well as industry contacts, sponsors, parents, faculty, students and campus visitors.
• Processes registrations for various conferences, symposiums, meetings.
• Captures and provides student and faculty data as requested.
• Manages the functions of the Ritchie School advisory boards members and industry contacts.
• Manages all paperwork needing the Deans signature and any issues related to this paperwork.
• Manages meetings, including distributing agendas, creating and distributing meeting minutes, monitoring attendance, and setting up technology for virtual participants.
• Affordable support and project coordination on a wide range of topics concerning the Ritchie School of Engineering and Computer Science.
• Budget Management
• Manages a portion of the Dean’s office budget, ensuring expenditures stay within limits set by the Assistant Dean of Business and Operations each year.

Assistant to the Senior Associate Dean

• Maintains the Senior Associate Deans calendar and sets up meetings as requested or requests coming to the Senior Associate Dean.
• Coordinates the Senior Associate Deans travel, i.e., air travel reservations, hotel reservations, car service or rental.
• Provides trip folders for travel including hotel, car, maps, and registration information.
• Processes the Senior Associate Deans expense reports.
• Manages paperwork needing the Senior Associate Deans signature and any issues related to this paperwork including course change forms, employment letters, payroll bonus/raise letters, travel authorizations, etc.
• Provides administrative support for the school’s governance committee.

Limited Assistance to the Assistant Dean of Business and Operations

• Supports the job interview process for staff and Dean’s office vacancies including scheduling interviews, and interfacing with job candidates throughout the interview process.
• Provides support as needed to compile data and prepare written communications including, but not limited to school wide communications regarding changes related to budget and finance, slide deck preparation for school wide meetings, distributing school-wide Qualtrics surveys, and other ad hoc data requests.

Event Support

• Coordinate and supervise all aspects of central RSECS events (Senior Design Symposium, Spring barbeque and annual awards ceremony), including scheduling, parking, reserving spaces, catering, renting equipment & managing AV technical needs, preparing signage and programs, advertising, etc.
• Manage event budgets and ensure event related invoices and payments are processed in collaboration with the RSECS business office.
• Work with Marketing Specialist on advertisement and communication and written materials for these key events.

Deans Office Administrative Operations

• Manages the smooth operation of the Ritchie School Deans office independently. This includes the Dean’s office building maintenance needs and day-to-day operations (conference room, kitchen, parking spaces).
• Maintains deep knowledge of university policies and procedures.
• Purchases office supplies and office equipment.
• Processes personal Purchasing Card expenditures.
• Maintains calendar for the reservation of the Deans Conference Room and the Deans parking spaces.
• Carries out other duties as required by the Dean’s office.
• Provides backup assistance to other Deans Office staff and departments.
• Update listservs yearly and as needed.
• Maintains close working relationships with other members of the Deans staff and with administrative staff throughout the Ritchie School and other related projects.

Knowledge, Skills, And Abilities

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams).

Required Qualifications

• Associates degree.
• Three to five (3-5) years of prior office experience.

Preferred Qualifications

• Bachelor’s degree.
• Extensive calendaring experience.
• Experience in providing support at the executive level.
• Higher education experience.
• Experience with Salesforce.
• Experience with student information systems, preferably Banner.
• Experience with basic AV/projection set-up; ability to troubleshoot AV and technology issues independently and in conjunction with IT staff.
• Ability to create professional quality presentations using Microsoft PowerPoint.