Administrative Coordinator (Ad

Aurora, CO
Sep 15, 2017
Institution Type
Four-Year Institution

University of Colorado Denver l Anschutz Medical Campus

Department of Medicine, Division of Gastroenterology

Administrative Coordinator

Position # 00003239 - Requisition 11131

* Applications are accepted electronically ONLY at *

The Department of Medicine, Division of Gastroenterology has an opening for a full-time University Staff (unclassified) Administrative Coordinator (Administrative Assistant III) position.

The University of Colorado, Department of Medicine's Division of Gastroenterology (GI) has an opening for an Administrative Coordinator (Administrative Assistant III). The position will provide administrative coordination for the Division of Gastroenterology within the Department of Medicine. The individual in this position will work both independently and in collaboration with faculty and divisional leadership to advance GI priorities. Specific priorities and duties of this position may change as the Division's operational structure and administrative needs evolve.

Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills as well as the ability to successfully manage competing priorities. An individual with solid business/academic administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment is highly desirable.

Examples of Work Performed:

Business administration

  • Independently acquire on the job knowledge to respond to the growing administrative, managerial, academic, clinical, and student services needs of the Division.
  • Ensure adherence to University document retention policies; recommend and implement changes as needed.
  • Exercise a high-level of discretion with regard to all business matters; align personal work priorities with Division priorities.
  • Within delegated financial authority, exercise personal responsibility and accountability by determining needed expenditures; make decisions on appropriateness of expenditures; assist Division staff with procurement; reconcile accounts; analyze discrepancies; and independently develop solutions to problems as appropriate.
  • Independently seek input, information, and guidance as needed from others across the University system as well as our partner organizations (University Physicians, Inc., VA, UC Health, Children's Hospital Colorado, and National Jewish Hospital).

Professional administrative support

  • Independently manage and execute processes from start to finish.
  • Advise staff and faculty on University policies and procedures.
  • Coordinate and staff director/associate director level meeting(s), including: compiling agendas; handling related correspondence and communications (both at the individual and campus wide levels); and composing minutes for the official record.
  • Coordinate travel logistics and expenditures; establishing reasonable travel budgets and plans in accordance with University policies and procedures.
  • Manage faculty schedules/calendars as needed.
  • Develop itineraries, including logistics, for visitors which balance competing priorities and objectives. Use deductive reasoning skills to solve scheduling challenges.
  • Adhere to current financial policies and procedures; independently seek training and guidance on new policies and procedures.
  • Exercise a high-level of discretion with regard to confidential Division matters, examples include, but are not limited to: personnel issues, knowledge of donors/potential donors, as well as clinical issues.
  • Assist with the credentialing of faculty.
  • Support faculty with the promotion process as outlined by the School of Medicine.

Other duties

  • Perform additional duties, assigned or unassigned, as required by the nature and scope of the position in accordance with University of Colorado policies.
  • Anticipate office supply needs, order supplies and manage office inventory and purchasing.
  • Troubleshoot office equipment and machines and decide when to order maintenance.
  • Act as expense delegate for reimbursements for division faculty and staff by creating expense reports to reconcile charges on procurement cards and submit reimbursement requests through Concur and CU Medicine.
  • Act as travel delegate for all faculty travel needs by booking airfare, hotel and rental cars when necessary.

This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Salary and Benefits:

The hiring salary for this position is negotiable and commensurate with skills and experience. This position is eligible for overtime compensation.

The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.


Minimum Qualifications:

  • Three years of general clerical experience.
  • Substitution: College or university coursework, appropriate to the work assignment, may substitute for the experience on a year-for-year basis.

Preferred Qualifications:

  • Five (5) years of relevant business administration experience.
  • Experience providing support to faculty, staff, and students within a higher education and/or medical environment.
  • Experience with University of Colorado systems including Concur and CU Marketplace.

Knowledge, Skills, and Abilities:

  • Ability to communicate effectively, both in writing and orally.
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Outstanding customer service skills.
  • Attention to detail
  • Demonstrated commitment and ability to advance diversity and inclusion.
  • The ability to learn and ensure compliance with University of Colorado policies;
  • Exceptional interpersonal and organizational skills;
  • Outstanding customer service skills;
  • The ability to communicate effectively with individuals at all levels of the organization as well as executives and colleagues from partner organizations such as, University Physicians, Inc., VA, UC Health, Children's Hospital Colorado, and National Jewish Hospital;
  • The ability to use knowledge acquired on the job to improve the efficiency and function of the Division;
  • The ability to independently organize, manage, and supervise all phases and logistics of Division special events;
  • The ability to support and endorse implementation of Division initiatives which support the Campus' stated values and policies
  • Exercise a high-level of discretion with regard to all business matters; align personal work priorities with Division priorities.
  • Exercise a high-level of discretion with regard to confidential Division matters, examples include, but are not limited to: personnel issues, knowledge of donors/potential donors, as well as clinical issues.
  • Knowledge of the University of Colorado Anschutz Medical Campus and its organizational structure.
  • Demonstrated ability to communicate effectively and error free in written form.
  • Skilled with Adobe Acrobat which includes the ability to: create and edit PDF documents from scratch; convert multiple document/data types to PDF; and work with PDF forms.
  • Advanced ability to leverage Microsoft Outlook to maintain and manage calendars for multiple individuals.
  • Ability to use Microsoft Office Suite of Products

Special Instructions to Applicants:*Applications are accepted electronically ONLY at * REQUIRED APPLICATION MATERIALS: 1). A cover letter/letter of application which specifically addresses the job requirements and outlines qualifications. 2) A current resume/CV. 3) List of 3-5 professional references. Questions should be directed to Natalya Cruz-Teixeira at

Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 3-5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.

Application Materials Required:Cover Letter, Resume/CV, List of References

Application Materials Instructions:APPLICATION DEADLINE: September 28, 2017 or until 50 applications have been received, whichever occurs first

Job Category: Administrative Support and Related

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20189 - SOM-MED-Gastroenterology

Schedule: Full-time

Posting Date: Sep 14, 2017

Closing Date: Sep 28, 2017, 10:59:00 PM

Posting Contact Name: Natalya Cruz-Teixeira

Posting Contact Email:

Position Number: 00003239