Executive Assistant, Ritchie School of Engineering and Computer Science

Daniel Felix Ritchie School of Engineering and Computer Science (RSECS) houses three departments and offers six undergraduate degrees, along with several graduate programs. Our small classes, engaged faculty, and atmosphere of experimentation and collaboration offer our students a multi-dimensional education that prepares them to excel and innovate in science and technology. The Ritchie School is also home to the Knoebel Institute for Healthy Aging (KIHA), which is an interdisciplinary initiative using science, engineering, and technology to help early detection and treatment of "aging and age-related conditions”. Come join our vibrant University community as Executive Assistant to the Dean for the University's Daniel Felix Ritchie School of Engineering and Computer Science.

Position Summary

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

Direct Assistance to the Dean

• 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 Deans 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.
• Coordinates the 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 Deans expense reports.
• Provides comprehensive support and project coordination on a wide range of topics concerning the Ritchie School of Engineering and Computer Science.
• Compiles 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.
• Assist with select special projects and tasks, including accreditation reports, biweekly newsletters, and strategic planning documents.

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

• Support job interview process for staff and Dean’s office vacancies including scheduling interviews, and interfacing with job candidate throughout the interview process.
• Provide 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 Planning and Management

• 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