Assistant Director of Operations

Position Details

University of Colorado | Denver

Official Title: Business Services Assistant Director

Working Title: Assistant Director of Operations

FTE: Full-time or part-time Full Time 1.0 (100%) | Hybrid

Salary Range: $87,007 - $90,000

Position #00832507- Requisition #36385

Join the University of Colorado Denver

About the University of Colorado - Denver
The University of Colorado Denver is the state's premier public urban research university and equity-serving institution. Globally connected and locally invested, CU Denver partners with future-focused learners and communities to design accessible, relevant, transformative educational experiences for every stage of life and career. Across seven schools and colleges in the heart of downtown Denver, our leading faculty inspires and works alongside students to solve complex challenges through break through innovations and impactful research, and creative work. As part of the state's largest university system, CU Denver is a major contributor to the Colorado economy, with 2,000 employees and an annual economic impact of $800 million. For more information, visit ucdenver.edu.

Job Description

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The Executive MBA (EMBA) program at the University of Colorado was established in the early 1980s, becoming an independently funded degree in the CU Denver Business School in 2020. The EMBA at CU Denver aims to become the regional leader in providing executive-level business education. We attract and educate highly motivated and accomplished students due to an innovative and flexible program - creating an exceptional experience and promoting excellence across the curriculum. Our purpose is to educate thoughtful leaders who empower change.

This full-time position is an integral member of the Executive MBA (EMBA) leadership team. The Assistant Director of Operations oversee day-to-day operations under the strategic direction of the Associate Director of Operations and Program Director. Primary responsibilities include coordinating the operations staff, supporting faculty and students, and organizing all events and activities to ensure the effective functioning of the program. In addition, this individual participates in the strategic development of the program and annual budget planning. This position has secondary fiscal responsibilities associated with the EMBA program - managing a university credit card to coordinate and approve purchases, ensuring invoices are tracked and paid, and properly preparing all necessary supporting documentation, including a $200,000 budget for the international trip during the Global leadership course).

Additional secondary responsibilities include supporting EMBA marketing and recruiting campaigns, raising awareness and interest among potential students and community partners, and strengthening alumni relations through continued learning events and career resources. This position will require two weeks of international travel with the Global Leadership course, some evening or weekend work, and occasional out-of-state travel.

Assistant Director of Operations

What you will do:

Program Management (Primary):

• Implement program strategy, manage all aspects of operations, and initiate projects for the EMBA, under the direction of the Associate Director of Operations and Program Executive Director, in collaboration with the Assistant Director of Recruiting and Finance Director.
• Manage operations employees and student workers to ensure the effective operations of the EMBA, including all classroom and non-classroom activities.
• Coordinate with cross-functional departments across CU Denver business school and university administration (e.g., Global Education, Admissions, Registrar, Bursar, Financial Aid, and HR).
• Create, maintain, and secure all files and records related to the EMBA program, ensuring compliance with relevant regulations and policies
• Communicate and interact with students, faculty, alumni, and business and community partners.
• Serve as the primary organizer for essential EMBA events, including:
  
  
  
  • Orientation:
    
    
    
    • Onboard new students; invite faculty; organize alumni panel; plan cohort team building event; create and distribute materials; manage swag and catering; and otherwise coordinate the day.
    
    
    
    
  • Graduation:
    
    
    
    • Rooming; invite faculty; manage guest list; order regalia and diplomas; programs; gifts; photographer; organize reception.
    
    
    
    
  • Social Impact Project:
    
    
    
    • Plan service days for students and alumni to connect with the program and community organizations.
    • Support consulting projects offered by the community organization(s) for current students; plan project presentation day.
    
    
    
    
  • International Trip: Assist course faculty; coordinate travel booking; insurance; passport and visa verification; liaise with third-party vendors; travel with the group; oversee budget and procurement; help troubleshoot issues that arise during the trip; coordinate with Office of Global Education for university travel resources and ensure compliance with all university policies (working with the General Counsel's office, when necessary).
  
  
  
  
• Lead student culture-building activities throughout the year (e.g. Townhalls).
• Identify and resolve operational issues; respond to inquiries about the program and any issues that arise and escalate to the Director of Operations or Program Director, as appropriate.
• Use LinkedIn and other social media to post about program experiences and events.
• Connect students to post-graduate resources (e.g., career coaching services).
• Partners with Director of Operations on Alumni Advisory Council: Coordinate membership; invite new members; work with AAC Chair/ Dir of Ops to schedule quarterly meetings, develop the agenda, and implement action items.
• Initiate new activities to promote the success of the program (e.g., marketing new academic courses, new materials, mentorship opportunities).
• Attend EMBA Council conferences and other areas of professional development.

Classroom Management (Primary):

• Manage admissions process and enrollment, student Slate accounts, CU student portal access.
• Onboard new faculty, including coordinating access to university resources.
• Oversee program manager/coordinator's tasks:
  
  
  
  • Management of courses in CU-SIS, CU course catalog, and enroll students each term.
  • Work with facilities, rooming, and IT staff to support the delivery of in-person classes.
  • Procure and coordinate catering, beverages for in-person class days.
  • Coordinate class materials, Canvas shell, FCQs with faculty each term.
  
  
  
  
• Respond to student and faculty inquiries to resolve issues as they arise.

Fiscal Responsibilities (Secondary):

• Collaborate with the Associate Director of Operations, Program Executive Director and Finance Director to create and monitor annual operations budget.
• Implement vendor contracts, invoicing, and payments via university accounts payable system.
• Review and submit accounting transactions, including program purchases (P card, travel card).
• Coordinate procurements for the program (i.e., office supplies, catering, textbooks, and orientation and graduation materials).

Marketing/Recruiting (Secondary):

• Coordinate and procure swag and gifts with the EMBA marketing staff for program events, guests, and international trips.
• Participate in recruitment activities and events with prospective students and guests.
• Maintain student onboarding correspondence (prospect to admitted student).
• Attend networking events and cultivate relationships with industry leaders, businesses, donors and potential students.
• Identify cross-campus networks and foster relationships to connect the EMBA program with other colleges to create partnerships involving research, best practices, and other student opportunities.

Qualifications you already possess (Minimum Qualifications)

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• Four (4) years of progressive experience in office operations, project management (including setting/implementing budgets, event planning, procurement, general office administration, and/or customer service).

Preferred Qualifications to possess (Preferred Qualifications)

• Master's degree in a business or related field, due to the nature of the position, the EMBA's role in the university, and the students and various program stakeholders this person will interact with regularly.
• Ten years of full-time work experience.
• Extensive experience managing a program office, including direct responsibility for student and/or academic services functions, or relevant customer service functions.
• Experience leading teams and supervising staff.
• Experience with recruiting, enrolling, and advising students, preferably in a university.
• Experience with Slate, student information systems (SIS), PeopleSoft, and Concur/Marketplace (finance and procurement), especially in a higher education setting.

Knowledge, Skills, and Abilities

• Excellent organizational skills, attention to detail, written and verbal communication skills.
• Demonstrate initiative, strong analytical and problem-solving skills
• Must be able to initiate and accomplish goals with a minimum level of supervision, and manage an office with a high degree of professionalism.
• Must be self-motivated, have excellent attention to detail, and be passionate about student success.
• Must be sensitive to and appreciative of cultural, political, and geographical diversity, be able to work well in a team environment with a wide variety of personalities, and develop and maintain strong interpersonal relationships.
• Ability to manage complex activities and events to exacting standards.
• Effectively engage with high performing business leaders (students, alumni, community partners).
• Proficiency in MS Office 365, including MS TEAMS, Excel, One Note, and Publisher.
• Proficiency with Adobe Acrobat or other PDF editing and formatting software.
• Proficiency in web-based databases to interpret data and trends.
• Working knowledge of university and business school processes and policies.

Conditions of Employment

• Occasional work during the evening and/or weekends may be required.
• This position follows a hybrid work structure where employees can work remotely or from the office, as needed, based on demands of specific tasks or personal work preferences. Working from the office is encouraged when working on tasks that require a high degree of collaboration.
• This position will require two weeks of international travel with the Global Leadership course, some evening or weekend work, and occasional out-of-state travel.

Mental, Physical, and/or Environmental Requirements

General office work conditions typically include spending most of the day seated at a desk, working on a computer, in a climate-controlled environment with adequate lighting. This can potentially result in concerns around ergonomics, indoor air quality/temperature, and potential hazards like slips, trips, and/or falls due to clutter, on-campus/site facilities work projects, or other environmental obstacles. Additional stressors can include workload and deadline demands, in high impact areas or during high volume request times.

Employment Sponsorship

Please be advised that this position is not eligible now or in the future for visa sponsorship.

Compensation and Benefits

The salary range (or hiring range) for this position has been established at $87,007 - $90,000.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is/is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado Denver provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Application Deadline

Applications will be accepted until the position is filled. Preference will be given to complete applications received by Two Weeks after position is posted. Those who do not apply by this date may or may not be considered.

Required Application Materials:

To apply, please visit: http://www.cu.edu/cu-careers and attach:

• A cover letter which specifically addresses the job requirements and outlines qualifications
• A current CV/resume
• List of three references (we will notify you prior to contacting both on and off-list references)

Questions should be directed to Lauren Galleri, Lauren.Galleri@Ucdenver.edu

Background Check Policy

The University of Colorado Denver strives to maintain a safe and productive educational, clinical, research and employment environment. All prospective employees and current employees must, therefore, consent to and pass background checks prior to any final appointment/employment.

Non-Discrimination Statement

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at workplaceengagement@ucdenver.edu.

The University of Colorado Denver is committed to recruiting, retaining, and promoting diverse faculty and staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications inclusive of race, color, national origin, sex, age, disability, creed, religion, veteran status, marital status, political affiliation, political philosophy, pregnancy or related conditions, sexual orientation, gender identity and gender expression.

The University of Colorado is committed to diversity and equity in education and employment.