Program Coordinator (Program Assistant I)
* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *
University of Colorado Denver
Office of International Affairs
Program Coordinator (Program Assistant I)
Position #684897 - Posting 12957
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.
As Colorado's only public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research and creative work, and civic engagement in the city we call home. CU Denver educates more than 15,000 undergraduate and graduate students, and with easy access to the state's cultural, business and civic hub, our students benefit from immersive classroom and real-world experiences, supplemented by unparalleled internship and networking opportunities. As the most diverse research university in Colorado, our campus attracts top students and offers over more than 100 highly rated degree programs through eight schools and colleges, as well as more than 30 online degree programs. Home to over 40 research centers and institutes, CU Denver receives more than $25 million in sponsored research awards annually, allowing us to generate knowledge and create solutions to society's most complex problems. Read CU Denver Quick Facts here.
The purpose of this full-time, state classified Program Coordinator (Program Assistant I) position is to coordinate key Office of International Affairs (OIA) program activities for the Executive and Deputy Directors and the Office of International Affairs. The Program Coordinator will be engaged in a variety of projects and activities that enhance the profile and provide for the smooth operation of a dynamic international affairs office. This position will liaise with different OIA units and entities that support students, research and clinical partnerships, finance and risk management across the Denver and Anschutz campuses. The Program Coordinator will prepare reports, presentations and background materials and interact with varied overseas, domestic and campus partners. This position is also responsible for ensuring efficient and effective daily operations of the office and its leadership.
Examples of Work Performed:
- Supports the Deputy Director with organization and maintenance of documentation related to the OIA operation, including the International Risk Management Committee.
- Effectively handles sensitive and confidential issues on behalf of the Executive Director and Deputy Director with tact, timeliness, discretion, professionalism, and consideration.
- Manages Executive Director and Deputy Director's schedules, including screening of meetings, resolution of issues where appropriate, and researching and preparing briefing materials and subsequent action items. Takes initiatives to compile relevant information in advance of scheduling meetings.
- Handles in-person, written, and telephone requests and inquiries. Drafts written and email responses to correspondence for the Executive Director.
- Oversight of Concur Travel and Expense, with respect to travel planning and accounting and expense reimbursements. Oversight and approval authority for CU Marketplace transactions for OIA leadership and OIA LSC office.
- Develops and maintains broad knowledge of the external groups and individuals with whom the Executive Director and Deputy Director regularly works/meets with and serves as liaison to these groups and individuals.
- Works with OIA Finance staff to provide support with OIA Executive Director budget reconciliation
- Manages OIA conference rooms and responds to room requests via Outlook calendar and the virtual EMS system, respectively.
- Supports the Deputy Director to oversee the twice-annual OIA staff professional development award nomination and selection process, to include maintaining the solicitation and award schedule.
- Researches, gathers, and prepares background materials on a variety of issues to support campus internationalization initiatives, including enrollment and fiscal trends, as needed.
- Organizes OIA office-wide trainings as opportunities arise (e.g. Office of Equity training, Safe Zone Ally training, other webinar opportunities), secures room, A/V, and catering for such trainings .
- Organizes OIA events for international students and scholars as needed (e.g. open discussions), secures room, A/V, and catering for these events.
- Organizes events external to OIA and represents the office (e.g. World Trade Center Denver International Business and U event, International Education Week events for campus constituents hosted by OIA).
- Establishes and maintains cooperative working relationships with faculty and staff in OIA, academic and non-academic unit heads, students, alumni, government and private agencies, and the public to ensure that established goals are met and questions and problems are resolved.
- Oversees and plans events ensuring that they are properly planned; including reserving rooms, order and set-up food, organizing clean-up and meet the organizer's expectations and requirements and relevant fiscal rules and university policies.
- Assists with information gathering and crafting the first draft of Memoranda of Understanding (MOU) documents, including maintaining tracking, filing, and distribution of documents.
- Organizes visits for inbound international visiting dignitaries including scheduling meetings with relevant campus constituents, room reservations for meetings, catering, and appropriate gifts.
- Supports with CU delegations going abroad, as needed including logistical and alumni event support for annual visits to the Arab Gulf of OIA Executive Director and other OIA staff and/or with colleagues in the Office of Advancement.
- Various other duties as assigned and/or needed.
Salary and Benefits:
Hiring Salary Range: $3,855-$4,251 / month (non-negotiable)*
*The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions.
Employees hired into these positions are eligible for University benefits. The University of Colorado offers a full benefits package. Information on University benefits program, including eligibility, is located at www.cu.edu/employee-services.
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.
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.
Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis.
Four (4) years of general clerical or administrative experience, which included one (1) year of experience coordinating or managing a support-oriented office with varied units, with report lines to executive leadership.
Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.
College or university course work, appropriate to the work assignment, may substitute for the general clerical experience on a year-for-year basis, but not for the one year of specific experience.
- Experience working in an international affairs office setting, ideally in an institution of higher education with an academic health center
- Progressively responsible administrative experience, including experience with executive officer operations.
- Intermediate to advanced levels of experience creating documents, financial reports, spreadsheets and databases.
- Experience working with international agreements (memoranda of understanding).
- Experience working with complex international travel staff schedules and arranging international travel.
- Experience with international events and events in the US with international dignitaries.
- International work experience.
Competencies/Knowledge, Skills and Abilities:
- Strong interpersonal and customer service skills with the ability to establish rapport with persons of diverse backgrounds.
- Ability to handle sensitive matters that require discretion and confidentiality.
- Highly organized professional with high integrity and discretion.
- Ability to work expediently and proficiently.
- Effective with response time, timelines and follow through.
- Ability to work as a member of a team within a collaborative environment.
- Knowledge and ability to work effectively with international students and dignitaries from a variety of countries.
- Ability to network and create relationships with various campus and community organizations.
- Ability to exercise tact, diplomacy, positivity, and confidentiality in a variety of situations and cultures.
- Ability to identify problems and apply appropriate solutions.
- Ability to determine when to exercise appropriate independent judgment and initiative in completing assignments and addressing issues.
- Excellence in providing customer service.
- Working knowledge of the structure, policies, and procedures of higher education institutions.
- Excellent organizational, verbal, and written communication skills.
- Demonstrated mastery of PowerPoint/Keynote, project management or organizational software, and Microsoft Word and Excel.
- Intermediate to advanced knowledge of software such as Concur, SkillSoft, etc.
- Intermediate to advanced knowledge of the University of Colorado Procurement Services Center policies and procedures.
Special Instructions to Applicants:Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process. Click here to view Veteran and other General Information regarding Classified Staff positions.
For those who meet minimum qualifications, the comparative analysis process will include one or all of the following: • Preferred Qualifications Application Review based on the preferred qualifications listed in the posting. (Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials). Note: Candidates are not physically present for this portion of the comparative analysis. • First Round Interview based on the job requirements, preferred qualifications and competencies listed in the posting. (Candidates will be evaluated, scored and ranked based on oral responses). You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.
Application Materials Required:Cover Letter, Resume/CV, List of References
Application Materials Instructions:APPLICATION DEADLINE: This announcement is open until March 21, 2018. To apply, please submit the following materials to this posting: A cover letter and resume that specifically addresses the job requirements and outlines qualifications. Your resume MUST include job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis. Resumes are part of the comparative analysis (selection process) and will be used as part or all of the comparative analysis process to rank candidates.
Job Category: Professional Support Services
Primary Location: Denver
Department: D0001 -- Denver Campus - 30053 - AVCASA-OIA Intl Education
Posting Date: Mar 16, 2018
Closing Date: Mar 21, 2018, 10:59:00 PM
Posting Contact Name: Sheri Kalina Jungman
Posting Contact Email: [email protected]
Position Number: 00684897