Administrative Assistant III

Location
Aurora, CO
Posted
Jun 13, 2018
Institution Type
Four-Year Institution



*Applications are accepted electronically ONLY at www.cu.edu/cu-careers.*



University of Colorado Denver l Anschutz Medical Campus

School of Medicine | Department of Otolaryngology

Administrative Assistant III

Position #741174 - Requisition 13901



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



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. Read CU Anschutz Quick Facts here.

Job Summary:

The Department of Otolaryngology has an opening for a full-time University Staff (Unclassified) Administrative Assistant III position. The position will provide administrative assistance for the adult clinical and research faculty within the Department of Otolaryngology. Responsibilities of this position will also include assisting with credentialing processes, on-boarding, international hires and managing complex travel arrangements and schedules. This position will also have some involvement with event planning. The individual in this position will work both independently and in collaboration with faculty and program leadership. Specific priorities and duties of this position may change as the 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. Position must possess ability to successfully manage competing and changing priorities. An individual with solid business/academic/research administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive in our department.

Examples of Work Performed:



Professional Administrative Support:
  • Manage complex faculty schedules/calendars as needed to include clinical activities and administrative responsibilities.
  • Create expense reports to reconcile charges on procurement cards and submit reimbursement requests through Concur and CU Medicine.
  • Coordinate travel logistics and expenditures for faculty and visitors; establish reasonable travel budgets and plans in accordance with University policies and procedures.
  • Assist faculty with travel by booking airfare, hotel and rental cars when necessary, obtaining department approval for travel, University Approval for international travel, creating itineraries, and completing expense reports per CU policies and procedures.
  • Assist in the planning and coordination of marketing and or/educational events for the faculty and the department.
  • Maintain faculty CV's, various web-based profiles, and promotional portfolios.
  • Assist faculty with clinical and research presentations to include assistance with PowerPoint creation, arranging speaker itineraries, etc.
  • Coordinate meetings: Create agendas; handle related correspondence and communications (both at the individual and campus wide levels); and compose minutes.
  • Process med-legal billings, and patient billing with CU Medicine.
  • 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 department matters, examples include, but are not limited to Personnel issues, knowledge of research and clinical research data, as well as clinical issues.
  • Coordinate, monitor, maintain and process licensing, privileging, initial and re-credentialing of faculty.
  • Assist with international hires which includes processing Visa's.
  • Support faculty with the promotion process (Dossier) as outlined by the School of Medicine.
  • Independently acquire on the job knowledge to respond to the growing administrative, research and clinical needs of the department.
  • Within delegated financial authority, assist faculty and staff with procurement and travel, reconcile accounts; run budget reports; 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 (CU Medicine, VA, UCHealth, CHCO, Denver Health, Etc.).
  • Advise faculty (clinical and research) on University policies and procedures.
  • Anticipate office and lab office supply needs, order supplies as needed from appropriate funds source with limited supervision.
  • Provide back up support for other office personnel and participate in shared duties of support staff.
  • Perform additional duties, assigned or unassigned, as required by the nature and scope of the position and in accordance with University of Colorado policies.

This description is a summary only and is describing the general level of work being performed; it is not intended to be all-inclusive. 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 https://www.cu.edu/employee-services.

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.

Qualifications

Minimum Qualifications:
  • Three years of administrative assistant experience.

Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience.

Preferred Qualifications:
  • 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.
  • Website or social media experience.
  • Event planning experience.
  • Experience creating expense reports to reconcile charges on procurement cards and submitting reimbursement requests.

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.
  • High level of proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint is required.
  • Must be organized and able to work independently to manage and meet deadlines.
  • Must be able to multi-task and work with frequent interruptions.
  • Must have excellent communication and interpersonal skills.
  • Must be able to think critically and resourcefully to handle tasks accurately and completely


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 equity_ada@ucdenver.edu 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:Required Application Materials: To apply, please visit: http://www.cu.edu/cu-careers 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: Theresa Anderson at Theresa.anderson@ucdenver.edu

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 www.cu.edu/cu-careers. Review of applications will begin immediately, and will continue until the position is filled.



Job Category: Administrative Support and Related

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20264 - SOM-Otolaryngology

Schedule: Full-time

Posting Date: Jun 12, 2018

Closing Date: Ongoing

Posting Contact Name: Theresa Anderson

Posting Contact Email: theresa.anderson@ucdenver.edu

Position Number: 00741174

PI102914211

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