Executive Assistant, Office of Research of Technology Transfer

at  Colorado School of Mines

Engineering a world of possibilities
Executive Assistant, Office of Research of Technology Transfer
The Opportunity
Mines welcomes applications for the Executive Assistant (EA) of Research and Technology Transfer which is an executive-level, professional administrative position that reports to the Vice President for Research and Technology Transfer (VPRTT) within the university’s Office of Research and Technology Transfer (RTT.) Research, technology transfer and innovation are central to the mission of Colorado School of Mines, and the EA serves as a key member of this dynamic team. The EA’s primary responsibilities include providing high-level, c-suite, administrative support to the VPRTT, the Director of Materials and Energy Initiatives (DMEI) and the RTT office in their initiatives, operations, daily activities, events, projects, and communications in a high paced, collaborative working environment. This position has the authority to make independent decisions regarding day-to-day office operations and provides professional direction, guidance, and interface between the VPRTT and internal and external constituencies. Skills include high level decision making, planning, organizing, monitoring, detail orientation, and collaboration in a dynamic work environment. The position requires proactive, independent decision making as well as establishing a thorough knowledge of the university and the research, technology transfer and innovation team they are supporting.
The EA is responsible for providing a consistent presence in RTT as well as timely and appropriate responses to issues presented to the RTT office.
Responsibilities

Executive-level Administrative Support to Vice President for Research and Technology Transfer and the Director of Materials and Energy Initiatives (80%)

• Manages RTT events, initiatives and projects independently
• Provides scheduling support to the VP & DMEI, and facilitates and coordinates internal meetings and external visitors to campus, ensuring technology and printed materials are ready for meetings and taking minutes at meetings when appropriate
• Creates communication messages and materials through multiple media (written, presentations, electronic, social) that professionally represent RTT and the university
• Manages travel for the VPRTT and completes all expense reports in a timely, accurate manner
• Independently managing all aspects of the RTT Budget (Operating, IDC, Auxiliary and Foundation Accounts) including reporting and tracking all budgets for RTT supported units. Making recommendations to the VP and other appropriate decision makers regarding expenditure sources for purchases, evaluation of issues that arise and other.
• Develop, manage, and execute procedures that maintain the smooth operation of the RTT office. Responsible for planning, executing and attending RTT driven events to ensure success. These responsibilities include: planning and organizing; managing budgets; issuing invitations; making catering and other expenditure decisions; handling reservations, and attending the events and managing event operations as needed.
• Manage and support student employees that may be hired by the office.
• Make independent administrative/procedural decisions and judgements based on interpretation of policies and the dynamics of the situation presented.
• Analyze problems, and to work with internal and external constituencies, using appropriate judgment as necessary, to resolve problems and issues that meet the best interest of the university.
• Assist with gathering statistical data from generated reports as needed.

Executive-level Financial Management of the Research and Technology Transfer Resources (20% - Essential)
Fiscal management, analysis and oversight for all RTT managed funds. Using workday reports, balance sheets, expense histories, and other data, this position provides analysis and strategic budget recommendations to the RTT leadership and for high-level, multi-year budget planning. Will make independent decisions to allocate, move, and increase or decrease funds related to budgets for operating expenses, faculty support and other portfolio-specific needs.

Essential functions include, but are not limited to:

• Financial analyses, variance analyses, and management of office-specific revenues and expenses.
• Broad financial decision-making authority as delegated by VPRTT.
• Analysis of operating funds, IDC returns, foundation funds and auxiliary funds. Make strategic decisions to best use available resources and request additional resources as appropriate.
• Preparation and oversight of budget requests that are accurate, strategic and take appropriate variables into account. Communicate needs and priorities clearly and effectively to VPRTT.
• Identification and coordination with VPRTT on issues of significant financial or budgetary consequence.

Salary Rate and Benefits
72,000 – 86,400
Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes:

• Flexible health and dental care plans
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass
• Access to an onsite daycare

All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the on-campus Recreation Center (fitness classes and training, swimming pool and more), equipment rentals through the Outdoor Rec Center, the Colorado State Employee Assistance Program (CSEAP), and backup child and elder care. For more information about benefits at Mines, go to mines.edu/human-resources/benefits.
How to Apply

Priority review will begin on 10/3/24 and will continue until filled. Applicants must:

• Complete an online application (personal information, demographic information, veteran status)
• Upload a resume or CV
• Upload a cover letter

Contact Kathleen Feighny in HR at kfeighny@mines.edu with any questions.
Mines welcomes everyone to our team; in your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). If you need reasonable accommodation at any point in the application or interview process, please let us know.
Successful Completion of a Background Investigation is Required for this position. This posting may be used to fill multiple openings.
About Mines & Golden, CO
When the world looks for answers, the world looks to Mines.
Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023).
Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds.
At the same time, Mines faculty members are pushing their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of our size.
That size – roughly 7,000 undergraduate and graduate students – also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact.
Community Alliance groups bring together employees for professional development, networking, cultural awareness and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus – nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.
And don’t get us started on our hometown. We are located in the heart of Golden, Colorado -with its charming historic downtown and nearby hiking trails – and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play.
Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience?
Look to Mines.
Equal Opportunity
Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses. Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce. Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.
Colorado’s premier engineering and applied science university for 150 years and countin

Essential functions include, but are not limited to:

• Financial analyses, variance analyses, and management of office-specific revenues and expenses.
• Broad financial decision-making authority as delegated by VPRTT.
• Analysis of operating funds, IDC returns, foundation funds and auxiliary funds. Make strategic decisions to best use available resources and request additional resources as appropriate.
• Preparation and oversight of budget requests that are accurate, strategic and take appropriate variables into account. Communicate needs and priorities clearly and effectively to VPRTT.
• Identification and coordination with VPRTT on issues of significant financial or budgetary consequence

Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes:

• Flexible health and dental care plans
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass
• Access to an onsite daycar