Graduate School Executive Assistant to 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.

• 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 role 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.
• 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.

• 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.
• 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.

• 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, 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.

• 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. The role requires rare after‑hours attendance.

• 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…