Executive Assistant to the Dean, College of Agricultural Sciences

Colorado State University
Fort Collins, Colorado
10 Nov 2017
End of advertisement period
26 Nov 2017
Contract Type
Fixed Term
Full Time

Executive Assistant to the Dean, College of Agricultural Sciences 

Research Professional Position No

Posting Number 201700913AP

Position Type Admin Professional/ Research Professional Number of Vacancies Work Hours/Week 40 Proposed Annual Salary Range Salary is commensurate with experience and qualifications plus comprehensive benefits. Desired Start Date Position End Date (if temporary) Open Posting Date Open Until Filled Yes To ensure full consideration, applications must be received by 11:59pm (MT) on 11/26/2017 Description of Work Unit

The College of Agricultural Sciences (CAS) is an integral part of the Colorado State University land-grant system. The CAS Dean’s Office is responsible for oversight in fulfilling the land-grant mission in agricultural sciences through teaching, research, community and economic outreach and engagement, in service to and in cooperation with Extension (CSUE) and the Agricultural Experiment Station (AES). The CAS Dean’s office serves the college through executive level leadership determined by strategic plan, an oversight of the college’s initiatives in research, academic programs including programmatic curriculum oversight, student affairs including diversity and retention, student success and next destination placement, and student recruiting. The CAS Dean’s office provides central coordination of the college’s internal and external communication efforts, branding, marketing, and publication of materials for promotion. The CAS Dean’s office includes development and large gift cultivation and donor and alumni engagement, as well as information technology and networking services for the entire college. CAS is committed to providing students with high-quality undergraduate and graduate learning experiences in an inclusive and welcoming environment.

Position Summary

The Executive Assistant to the Dean and Executive Associate Dean (EAD) of the College of Agricultural Sciences is an executive level position working directly with the Dean and the EAD to manage the administrative operations of the College of Agricultural Sciences, which is comprised of five academic departments; development; academic/student affairs including recruitment, diversity and retention, and next-destination placement; information technology and network services; and centralized accounting and HR services. This position functions as a member of the central Dean and Agricultural Experiment Station office administrative team, and supervises student hourly employees as needed. This position is primarily responsible for managing the Dean and EAD workflow to include anticipating and scheduling meetings, building travel itineraries, prioritizing demands, and coordinating all logistical aspects that arise. This position is responsible for key college-wide event planning including Ag Day barbeque, commencement, Dean’s Advisory Board meetings, and alumni/donor engagement events. The incumbent must exercise significant discretion and excellent judgement. 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 office presence.

Required Job Qualifications

  • Bachelor’s degree plus two years of specific professional experience related directly to the duties of the position, OR
  • Associate’s degree plus four years of specific professional experience related directly to the duties of the position, OR
  • Six years of specific professional experience related directly to the duties of the position.
  • Demonstrated interpersonal communication, organization and complex problem-solving skills.
  • Demonstrated ability to effectively work in a computerized office environment; expertise in MS Office Suite, specifically Word and Outlook.

Preferred Job Qualifications

  • Demonstrated ability providing executive administrative support for an executive-level administrator such as a Dean, Director, Department Head or other similar official in Higher Education (HE).
  • Familiarity with processes, policies, and procedures in a HE environment.
  • Demonstrated ability to manage a complex calendar and travel schedule for multiple personnel.
  • Demonstrated experience with high-level event and project planning.
  • Supervisory experience.
  • Strong ability to exercise considerable initiative, independent judgment and discretion.

Diversity Statement

•Reflecting departmental and institutional values, candidates are expected to have the ability to advance the College’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Executive-level administrative support Duty/Responsibility

o Provide executive level support to the Dean, Executive Associate Dean (EAD), and others, which includes scheduling and calendar maintenance, personal correspondence, and travel arrangements.
o Actively support the Dean and EAD by serving as the designated representative on various projects and committees.
o Assist the Dean and EAD in thoroughly preparing for all meetings and events.
o Track and facilitate complex and/or sensitive administrative issues, working closely with department heads and other senior administrators across the University.
o Coordinate meeting agendas and venues, staff or represent the Dean’s Office at various meetings.
o Serve as liaison with department heads, CAS units (Development, ABC, IT), external commodity groups and constituents, and various central administrative units.
o Oversee and direct a vast and varied range of high level, special projects. For example, presenting college level metrics in conjunction with college strategic goals for both internal and external audiences.
o Responsible for gaining an understanding of the overall college landscape, in addition with the interpretation of college metrics is imperative for presenting accurate information that will drive strategic decision-making and measure impacts.
o Provide support as needed to the following processes: Dean’s Office search committees, College Code, College Strategic Planning and priorities, Faculty Activities such as: Tenure and Promotion, Sabbatical Requests, Faculty Reappointments, Evaluations, Mid-Point Comprehensive Reviews, and Post-Tenure Reviews.
o Maintain confidentiality and discretion regarding the Dean’s and EAD’s correspondence and activities.
o Provide appropriate follow-up to ensure completion of tasks delegated by the Dean and Dean’s Office.

Percentage Of Time 50 Job Duty Category Public Relations Duty/Responsibility

o Proactively manage, develop, and cultivate relationships internally and externally and serve as an effective ambassador for CAS and AES.
o Draft communications including introductions, speaking points, data analysis including trends and forecasting from official institutional records and source repositories (ie. student enrollment and retention, industry collaborations, faculty productivity, financial landscape), presentations, and documents for the Dean and EAD for both internal and external audiences.
o Contribute to CAS/AES communication efforts by creating and enhancing opportunities to share information and build awareness of the CAS/AES mission, values, and goals.
o Ensure communications from the College and the Dean and EAD are coordinated, timely, and effective.
o Coordinate with Director of College Communications to generate external communications for the Dean, the Dean’s Office, and the College.
o Collaborate with development, finance, IT, communications, career management center, students, and alumni relations teams to ensure coordination among CAS programs, include regional, and program/center based boards and committees when applicable.

Percentage Of Time 25 Job Duty Category Office Operations Duty/Responsibility

o Work collaboratively as a member of the Dean’s office administrative team.
o Ensure seemless operation of the CAS/AES offices to ensure exemplary customer service is provided to internal and external constituents, faculty, staff, students, prospective students, and visitors.
o Plan, create, and implement multiple key college-wide events each year to include: Ag Day barbeque, commencement, Back-to-School picnic, President’s Ag Advisory Council, Dean’s Advisory Board meetings, awards retreats, all college meetings, and others as needed.
o Serve as designated Shepardson Building proctor, facilitating a variety of services to include maintenance, safety, security, and other miscellaneous building activities.
o Ensure hourly student employee procedures are followed in accordance with CAS HR

Percentage Of Time 25 Application Details

Special Instructions to Applicants

For full consideration, please apply by 11/26/2017 MST 11:59 PM. Application materials include:

  • (1) Cover letter addressing both required and desired qualifications
  • (2) Resume
  • (3) Provide a mock writing sample of a “Thank You” letter from the Dean of the College of Agricultural Sciences to a Donor who contributed to the annual Agricultural Innovation Summit. Please limit your draft to one page. Please upload your letter in the ‘Writing Samples’ slot.
  • (4) Unofficial transcripts as applicable
  • (5) Contact information for three (3) professional references, one of whom should be a current/previous supervisor. References will not be contacted without prior notification of candidates.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires) Search Contact Jessica.Fuentes@colostate.edu, (970) 491-1931 EEO Statement

Colorado 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 or expression, or pregnancy and 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/equal access/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. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement 

Colorado State University (CSU) 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. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will 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 Requested 

Minimum Requested 3 Maximum Requested 3 Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * A cover letter addressing the experience and characteristics you possess that make you an ideal candidate for this position is required with your application. Please be sure to speak to the required and preferred qualifications listed in the posting. Have you included this information in your cover letter?
    • YES - I have adressed the position qualifications in my cover letter.
    • NO - And I understand the lack of information may prevent me from moving forward for further consideration.
  2. * This position will use MS Office Suite on a daily basis; specifically Word and Outlook. In addition, experience using WordPress, Adobe Photoshop, Adobe Acrobat, Oracle (time clock approval and leave reporting), Kuali Financial Systems (KFS), PeopleAdmin (TMS), and or Digital Meaures (FSAS) is valued. Please describe any experience you have with the above programs, or similar, unlisted programs. Please LIMIT your response to no more than two paragraphs.

    (Open Ended Question)

Applicant Documents Required Documents

  1. Cover Letter
  2. Resume
  3. Writing Samples

Optional Documents

  1. Unofficial Transcripts