Program Assistant I

Aurora, CO
Oct 04, 2017
Administrative Jobs
Technology, Analysts & Programming
Institution Type
Four-Year Institution

*Applications are accepted electronically ONLY at*

University of Colorado Denver l Anschutz Medical Campus

School of Medicine | Department of Medicine, Division of Cardiology

Program Assistant I

Position #723521 - Requisition 11352

The Department of Medicine, Division of Cardiology has an opening for a full-time, University Staff (unclassified) Program Assistant I position.

The University of Colorado Denver | Anschutz Medical Campus is a public research university serving more than 18,000 students. We award nearly 4,000 degrees each year, including more graduate and professional degrees than any other Colorado institution. With our solid academic reputation, award-winning faculty and renowned researchers, we offer more than 140 highly rated degree programs through 13 schools and colleges. The university receives over $400 million in research awards each year. In addition to the wide array of health-related programs and facilities offered at CU Anschutz in Aurora, Colo. a significant number of undergraduate and graduate degree programs are taught at CU Denver, our comprehensive campus in the heart of downtown Denver-one of America's most vibrant urban centers. CU Denver is located steps from the Denver Center for Performing Arts and the LoDo District affording our students, faculty and staff access to a broad array of academic, professional, community, recreational and cultural outlets.

A national leader in health care and life sciences, CU Anschutz is the only comprehensive academic health sciences center in Colorado and the largest in the Rocky Mountain region. Located in Aurora, Colo., it is one of the newest education, research and patient care facilities in the world. With six schools and colleges, CU Anschutz trains the health sciences workforce of the future by blending education, research and clinical care all in one place. This strategic collaboration among diverse health care fields allows knowledge to travel directly from the research bench to the patient's bedside. Read CU Anschutz Quick Facts here.

The University of Colorado Anschutz Medical Campus ranks among the top institutions nationally in clinical care, education and research. Its 230-acre campus, designed to enhance collaboration and interprofessional education, hosts the College of Nursing; the Schools of Dental Medicine, Medicine, Pharmacy, and Public Health; the Graduate School; a Health Sciences Library; and two hospitals. Strategically located contiguous to the campus are a biosciences research park and the soon-to-be-completed Veterans Hospital. CU Anschutz offers two undergraduate degrees, 35 graduate degrees, and five first-professional programs. More than 4,000 students learn alongside faculty members who also make meaningful medical discoveries and provide expert clinical care through 1.5 million patient-visits annually. A hub for research and innovation, CU Anschutz receives over $400 million in research awards each year and has filed 1,300 patent applications and formed 53 new companies since 2002.

Nature of Work:

This class describes the first level of program assistant where positions perform technical support and/or office management duties as described under the Description of Occupational Work section above. Work involves making decisions within established technical work processes related to a program or professional subject area and interpreting program specific guidelines to resolve problems, answer questions, and/or advise others on specific program issues or matters.

Positions in this level have the authority to design and implement, without prior approval, the general office and administrative operations to accomplish the unit's work. Work includes, but is not limited to, deciding what operations will be performed and how processes will be implemented; creating and revising office procedures and writing office procedure manuals, designing forms; establishing general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit's allotted funds by authorizing (signing) operating expenditures for such things as office supplies, calculating estimated office operating expenses for the annual budget request; and, designing the physical layout of the unit's work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

Position Emphasis:

Under the supervision of the Division Administrator, the Division of Cardiology, this Program Assistant I will be responsible for independently managing and supervising all phases of special projects assigned by the Associate Director of Clinical Affairs and Administrator of the Division of Cardiology. This includes research, analysis, evaluation and recommendations as appropriate to complete assigned tasks and special projects. This position will also provide administrative and operational support to the General Cardiology faculty to assist with operational items as assigned.

Specific Duties:
  • Responsible for the managing, coordinating and directing projects of the Division of Cardiology.
  • Plans appropriate staffing levels and utilization of labor.
  • Ensures implementation of operational strategies and coordinates efforts to integrate company services for clients, both internally and externally.
  • Collaborate with Division Administrator, to develop systems and facilitate processes related to outreach programs including external clinics, credentialing, scheduling.
  • Under the guidance of the Division Administrator, manage the annual Division of Cardiology Retreat to include coordination of vendors, manage marketing, financial oversight and process development.
  • Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the office, as appropriate, to include maintenance, inventory management, financial logistics, security, and related activities.
  • Manages the administrative activities relating to the Associate Director of Clinical Affairs, Division Administrator, physicians and advanced practice providers in the Section of General Cardiology.
  • Responsible for calendar management, prioritization of daily appointments and organizing complex, time-sensitive meetings. Prepares routine, varied, and complex correspondence, utilizing a combination of professional experience / knowledge and established guidelines/procedures and templates
  • Coordinates travel, processes reimbursements, and other expenditures for the Associate Director and General Cardiology group by employing Concur Travel & Expense System.
  • Coordinates logistics and scheduling of faculty recruits and visiting professor travel, provides detailed itinerary to visiting faculty, and chaperones recruits/faculty throughout campus to various meetings
  • Creates and maintains detailed database on MD's and NP/PAs (as assigned) credentialing and licensure, and assists in maintaining updated records are disseminated to appropriate authorities (UCH/UPI/UCD).
  • Manages/assigns on-call and moonlighting scheduling including, Heart Failure, Adult Congenital Heart Disease, General Cardiology, coverage via AMION, adhering to the UCHealth protocol.
  • Assists with faculty in the procurement, tracking, and return of lab equipment via CU Marketplace.
  • Employ university procurement card/travel card to complete outside vendor purchases to meet division needs; and, complete monthly reconciliation referencing the expense report.
  • Coordinate/oversee registration, travel, and reimbursement for regional outreach activities for faculty as assigned.

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.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

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:

Four years of general clerical or administrative service experience, which included complex scheduling, calendar management, and/or event planning experience.

Substitution: College, university or non-correspondence business school course work may substitute on a year-for-year basis for the general experience, but not for the specific experience.

Preferred Qualifications:
  • A bachelor's degree in business, business administration, finance, accounting, healthcare administration, or a directly related field from an accredited institution.
  • Experience working with University of Colorado software such as Concur (or other travel process software), PeopleSoft, m-Fin, and HCM.
  • Experience working in a university or healthcare environment.

Competencies/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.
  • Ability to produce accurate and timely work products.
  • Strong organizational skills with attention to detail and accuracy.
  • Ability to maintain confidentiality and exercise appropriate discretion with information.

Special Instructions to Applicants:Required Application Materials: To apply, please visit: and attach: 1. A letter of application which specifically addresses the job requirements and outlines qualifications 2. A current CV/resume 3. List of three to five professional references (we will notify you prior to contacting both on and off-list references) Questions should be directed to: Dennis Evans /

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 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: Applications are accepted electronically ONLY at Applications will be accepted until finalists are identified, but preference will be given to complete applications received by October 31, 2017. Those who do not apply by October 31, 2017 may or may not be considered.

Job Category: Professional Support Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20169 - SOM-MED-Cardiology

Schedule: Full-time

Posting Date: Nov 9, 2017

Closing Date: Ongoing

Posting Contact Name: Dennis Evans

Posting Contact Email:

Position Number: 00723521