Chair & DFA Assistant

Job description

* Applications are accepted electronically ONLY at *

University of Colorado Denver l Anschutz Medical Campus

School of Medicine/Department of Psychiatry

Chair and DFA Assistant

Position #00748077 - Requisition #13902

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.

This is an upper level, multifaceted coordinator position, reporting to the Department Chair and Director of Finance & Administration. The purpose of this full-time, University Staff (non-classified) position is to provide administrative support to both the Department Chair and the Director of Finance and Administration, and support the Department's academic, clinical, and research missions. In addition, this position conserves the Department Chair's/Director of Finance and Administration's time, promotes the Department's image by representing them internally and externally, and is the providing liaison between the Chair/Director of Finance and Administration, key executives, and faculty.

Essential Duties:

  1. Serve primarily as an assistant to the Department Chair and as an assistant to the Director of Finance and Administration (DFA).
  2. Maintains the Chair's schedule and coordinates meetings (i.e., responding to appointment requests, schedules appointments/meetings, etc.).
  3. Manages the Chair's lectureship requirements by sending biosketches, curriculum vitae, learning objectives, slides, and travel information/reimbursements.
  4. Alerts the Chair to important email correspondences and manages the Chair's email accounts.
  5. Provides administrative support to the Chair and the DFA, including clerical duties (i.e., word processing, creating presentations and databases/spreadsheets, answering phones, faxing, maintaining general office records, directing visitors), purchasing, reimbursements and expense allocation, and information gathering/analysis.
  6. Schedule and coordinate the Dept. Vice Chair meetings and other departmental meetings; provide audio/visual and PowerPoint preparation for the Chair and other speakers as necessary; record/transcribe/distribute meeting minutes as appropriate and within a timely manner.
  7. Being responsible for corporate travel and meeting arrangements by preparing itineraries and agendas, booking transportation, coordinating lodging and meeting accommodations, processing reimbursements and honorariums.
  8. Participate in all aspects of special events coordination (i.e., select vendors, locations, room arrangements, catering, etc.)
  9. Serve as the main point of contact for the Dept. of Psychiatry, responding to both internal and external inquiries related to the department and determining the priorities of essential issues and problems; handling directly or referring problems/issues to the appropriate individual; following up on phone calls, email, and mail; further utilizing this knowledge to organize and route all correspondence appropriately.
  10. Handle sensitive and confidential issues in a professional manner.
  11. Manage the Chair's clinical patients (i.e., triage calls from potential patients, schedule appointments, patient billing, etc.)
  12. Ensure that the information received by and originating out of the administrative office is timely, relevant, and credible, and that appropriate action is taken as needed.

Other Duties:
  • Provide back-up support for other administrative positions as needed.
  • Complete special assignments and duties as assigned.

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

Salary and Benefits:

The salary range for this position is at $47,196 to $56,892 and 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


Minimum qualifications:
  • Four or more years of experience as an assistant in an executive and/or medical director office setting (i.e., answering patient calls, patient reception, handling medical records) which include experience coordinating special event logistics (i.e., negotiating event date, reserving location/space, etc) and executive meetings.

Preferred qualifications:
  • Demonstrated progression of increase job responsibility
  • Associate's degree or higher from an accredited college or university in a related field with at least 5 years of upper level administrative assistant/managerial experience in an executive or medical director office setting
  • Experience with the University of Colorado financial/procurement systems and procedures as well as Educational Services procedures.
  • Supervisory experience

  • Demonstrated ability to manage a complex and diverse group.
  • Strong and effective communication and writing skills and a proven record of forming collaborative and effective working relationships
  • Professional experience working with Microsoft Office applications and proficient in audio/visual support (i.e., setting up videoconference meetings, etc.). Properly manages highly sensitive and confidential issues in a professional and appropriate manner
  • Able to multi-task with frequent interruptions and adapt to changing responsibilities of the position
  • Excellent interpersonal and customer service skills.
  • High degree of professionalism and integrity in relationships
  • Excellent organizational and planning skills with high attention to details; must strive for minimal errors in managing Chair's calendar, processing travel arrangements and financial transactions, and completing tasks for the DFA
  • Able to work independently to manage and meet deadlines
  • Able to manage complex information and readily respond to requests; take appropriate action when urgent issues occur
  • Quickly learn and master new software programs and other technologies.
  • Be able to problem-solve and make quick decisions related to clinical and financial matters and know the appropriate person(s) to contact if necessary
  • Personal time management and flexibility
  • Willingness to work with other department administration staff to determine and prioritize duties, share responsibilities, and take on new challenges as the position evolves

Diversity and Equity

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 Office of Equity by email at [email protected] or by phone at (303) 315-2567.

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.

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.

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 Nancy Plummer at [email protected]

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:Review of applications will begin immediately and will continue until the position is filled.

Job Category: Professional Support Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20278 - SOM-PSYCH General Operations

Schedule: Full-time

Posting Date: Jun 12, 2018

Closing Date: Ongoing

Posting Contact Name: Nancy Plummer

Posting Contact Email: [email protected]

Position Number: 00748077





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Job No:
Posted: 6/13/2018
Application Due: 7/4/2018
Work Type: