Job Details
Arts & Sciences Dean's Office Professional Assistant
Arts & Sciences Dean's Office Professional Assistant
Requisition Number: 72516
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 14-Jun-2026
Date Posted:
Job Summary
The College of Arts & Sciences at CU Boulder encourages applications for the Arts & Sciences Dean's Office Professional Assistant position! This role performs primary, diversified, and occasionally confidential operational and administrative support duties, correspondence and communications, requiring broad and comprehensive experience, skills, and knowledge of the organization's policies and practices. This position is responsible for administrative management of the Dean's office logistics and provides executive-level support for the College of Arts &Sciences Dean.
The Dean's Office Professional Assistant represents the Dean's Office to university constituents in a professional and informational manner through daily interactions. The position must communicate and interact with varied audiences, including high-level administration, faculty, staff, students, parents, key donors, and community members.
This position requires a high degree of administrative authority, independence, and confidentiality in several areas of faculty and staff involvement. This position provides continuity when dean change-overs occur.
Routinely makes operation-level decisions in support of the Office of the Dean, independently interacts, and exchanges information with other support staff in the university and college's upper administrative structure. This position works effectively in a fast-paced environment, anticipates needs proactively, appropriately evaluates priorities, leads multiple concurrent assignments, uses independent judgment and decision-making skills to assess situations, and is responsible for initiating appropriate actions or responses. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Who We Are
The College of Arts and Sciences at CU Boulder is the intellectual core of the university, conducting research, scholarship, creative work and education in more than 60 fields. Our research generates new knowledge, solving some of the world's most critical problems.
The college leads nationally in undergraduate and graduate education in the natural sciences, social sciences and arts and humanities, bringing world-class research and scholarship to our students, both in and out of the classroom.
What Your Key Responsibilities Will Be
Calendar Management and Room Reservations:Handles complex scheduling and calendar operations for the Dean and designated senior leaders to ensure efficient use of time and alignment with College priorities.
- Oversees and prioritizes scheduling meetings for the Dean, the Vice Dean for Finance, the Associate Dean for Faculty Success, and the Associate Dean for Research, exercising discretion in handling sensitive and confidential appointments. Dean is the first priority.
- Collaborates with the Senior Executive Aide to the Dean to develop and complete an effective calendar strategy that improves the Dean's availability for key meetings and engagements.
- Collaborates with the divisional EAs on recurring annual meetings, including 30-40 departmental meetings between the Dean, Deans of Divisions, and Department Chairs, as well as 30-40 summer planning meetings.
- Is responsible for conference room reservations (Old Main 1B85 and Mackey 230) using Outlook and the CCURE system, ensuring availability, accuracy, and appropriate access.
Liaison and Issue Resolution
- Serves as a primary contact between the Office of the Dean and over 60 departments, programs, and centers, as well as campus administrators, faculty, staff, students, and external partners.
- Tracks and researches issues brought to the Dean's Office, as assigned, ensuring timely and compliant resolution in alignment with University, campus, and Regental policies.
- Assists the Senior Executive Aide by researching and preparing materials for meetings, compiling data and peer statistics, coordinating projects, and supporting initiatives.
- Reviews and drafts correspondence, memoranda, and reports on behalf of the Dean; maintains accurate records and logs of all incoming and outgoing correspondence.
- Oversees and maintains the Arts & Sciences (A&S) contact databases and distribution lists, ensuring accuracy and collaboration with internal partners.
- Handles copier leasing and maintenance schedules for first- and second-floor equipment, ensuring availability of necessary supplies.
- Serves as the main office point of contact, using a multi-line phone system and Outlook email to provide information, clarify policies, and resolve complex inquiries from faculty, staff, students, parents, campus partners, and external entities.
- Assists with property acquisition (furniture, computers, etc.) and handles property disposal for the Dean's Office.
- Serves as approval authority delegate for the expense reports routed to the Dean in Concur; (compiles and) submits reimbursements (to the FSC?) and maintains fiduciary oversight for procurement and P-card use.
- Coordinates domestic and international travel arrangements for the Dean, including booking flights, lodging, and transportation in Concur.
- Oversees purchasing to ensure necessary supplies are ordered, stored, and distributed appropriately; reviews and approves assigned shopping carts for Old Main in CU Marketplace; submits and reconciles purchase orders for Old Main in CU Marketplace (includes adjustments/change orders, receiving, and invoice approval as needed).
A&S Fund for Excellence (ASFE)
- Handles all aspects of the A&S Fund for Excellence, serving as the primary contact and communication hub for the ASFE Faculty Committee.
- Coordinates committee agendas and processes approximately 150 applications annually, ensuring timely review, tracking, and communication of award outcomes.
- Records and edits minutes for the A&S Leadership Meetings throughout the academic year, ensuring accuracy and timely distribution.
- Provides administrative support for the A&S Faculty Senate and the Staff Advisory Committee, including logistics, communication, and document management.
- Partners with the Senior Executive Aide to the Dean on the coordination of onboarding and offboarding of the Dean's direct report positions.
- Partners with A&S HR on the coordination of onboarding and offboarding processes for Dean's Office employees to promote connection and visibility within the College community of over 1,000 faculty and 400 staff.
- Handles operational logistics such as listserv updates, copier and mailbox access, parking, keys, technology, and system permissions.
- Partners with the Dean's Office Communications team to coordinate welcome and departure announcements, as well as website updates for new and departing employees.
- Kayden Awards - Coordinates annual Book Awards, biannual Translation Awards, and Spring/Fall Research Grants. Collaborates with the Associate Dean for Faculty Affairs and Initiatives to publicize award cycles, handle application intake, support committee review, and ensure timely award processing.
- Administers the Kayden Book Awards (once annually), Kayden Research Grants (Spring & Fall), and Kayden Translation Awards (biannually). Work with the Associate Dean of Faculty Affairs and Initiatives to publicize award cycles. Log applications and distribute to committee members, schedule committee meetings, and work with the divisional budget administrators to complete Cash Journal Entries and award transactions within university financial systems. This position will clean up the Kayden Humanities Fund transactions twice a year. It involves contacting award recipients and departmental financial liaisons. The focus is on unused funds and zero-balance speed types. The Speedtype Balance Summary Report is pulled from the "Reporting" application within CU Resources. When speedtypes are used and end up with a zero balance, this position will email ABS Accounting and request that these speedtypes be closed. Maintain records of these awards and tracking for requested reports.
- Performs semiannual reconciliations of Kayden Humanities Fund transactions, following up with awardees and departments to close unused speedtypes and maintain financial accuracy.
- Works in conjunction with the Provost's office in the administration of the Provost's Faculty Achievement awards (once annually), which includes but is not limited to communication of the call for proposals to A&S departments, organizing proposals for the divisional dean review followed by gathering final materials for submission to the Provost's office.
- In collaboration with the Dean's office and divisional deans, coordinates the College Scholar Awards each year. Tasks involve notifying A&S departments about proposals, coordinating proposal review by divisional deans, and informing faculty applicants, college HR and budget offices about award results.
Events Management and Support:Plans, coordinates, and implements official events for the College of Arts and Sciences and the Office of the Dean, ensuring high-quality experiences that align with College standards and University policies.
- For official College events (e.g., A&S Leadership Appreciation- April/May), Dean's Office Appreciation Gathering- December) and additional ad hoc events as assigned.
- Procures and manages all event planning components. This includes identifying and booking venues, securing catering, floral, and service vendors, arranging technology support, and coordinating setup and breakdown with on-campus and external partners.
- Develops and monitors event budgets, negotiates vendor contracts and fees, and ensures timely payment and reconciliation of expenses.
- Prepares and distributes event materials such as invitations, agendas, and informational content to participants and attendees.
- Ensures compliance with all campus and venue regulations, including alcohol service and event policy requirements.
- Is responsible for office celebration protocols, including recognition events, birthdays, and card routing, maintaining consistency and inclusivity across the Dean's Office.
- Assists with researching and reserving venues, securing catering, floral, and service vendors, technology support (or arranging), and coordinating with on-campus and external partners.
- Assists with payment and reconciliation of expenses.
- Assists with preparing and distributing event materials such as invitations, agendas, and informational content to participants and attendees.
What You Should Know
- Hybrid Schedule: At least 1 day a week on campus per campus and college policies and guidelines.
- This can be subject to change based on the business needs of the Dean's Office.
- Standard Business Hours: 8:00 AM - 5:00 PM | Monday - Friday
- Employee may be expected to be on campus Monday-Friday during onboarding, training, and/or professional development events/meetings.
What We Can Offer
The annual salary range for this full-time position will be $52,000-$60,000. Onboarding assistance may be available per departmental guidelines.
Benefits
At the University of Colorado Boulder, we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. Explore additional perks and programs through the CU Advantage program.
Be Statements
Be collaborative. Be professional. Be Boulder.
What We Require
- Bachelor's degree from an accredited institution.
- An equivalent combination of education and related experience may substitute.
- 2+ years of providing professional-level operations or administrative support for high-level operations.
What You Will Need
- Demonstrated problem-solving and decision-making skills.
- Strong written, verbal, and interpersonal communication skills.
- Ability to work effectively in a fast-paced environment with multiple interruptions while leading projects and maintaining the day-to-day operations.
- Ability to make independent decisions and judgments in keeping with the level of the position, and plan, prioritize, balance, and review a variety of projects that must be completed simultaneously and on time.
- Experience in a similar position within a higher education environment.
- High degree of attention to detail while maintaining a high-volume workload.
- Ability to communicate and interact well with people of all ages and of a diverse set of backgrounds and to establish and maintain a positive and collaborative work environment.
- Capacity to uphold discretion and confidentiality as necessary in the role.
- Organizational skills and ability to handle multiple priorities.
- Ability to work independently and as a member of a team.
- Ability to schedule in multiple calendaring software.
- Proven ability to proactively analyze issues in such a way as to foresee possible problems or concerns that may arise and to develop possible solutions and initiate related action with little close supervision.
- Demonstrated proficiency in Microsoft Office applications, including Outlook and Excel.
- Supervisory leadership skills (i.e., proactive training/professional development, accountability, meaningful performance management, and coaching conversations)
- High degree of professionalism and ability to maintain confidentiality.
Special Instructions
To apply, please submit the following materials:
- A current resume.
- A Cover Letter
We may request references at a later time.
Please apply by June 14, 2026 for consideration.
Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Arts-Sciences-Dean-s-Office-Professional-Assistant/72516
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