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Administrative Assistant II

Job description




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



University of Colorado Denver l Anschutz Medical Campus

School of Medicine, Department of Rehabilitation Medicine and Physical Therapy

Administrative Assistant II

Position #723818 - Requisition 15095



The University of Colorado Denver l Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The Department of Rehabilitation Medicine and Physical Therapy has an opening for a full-time, University Staff (unclassified) Administrative Assistant II 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.

Nature of Work:
This full-time, University Staff (non-classified) position exists to provide administrative support for the Department of Physical Medicine and Rehabilitation and Physical Therapy Program, which includes the Chairperson, Director of Finance, Director, faculty, students, and staff. Duties include scheduling activities and meetings, answering phones, greeting visitors, distributing mail, assisting with report preparation, gathering data, data entry, making copies, and providing administrative support.

Examples of Work Performed: Specific duties and responsibilities of the Administrative Assistant may include, but are not limited to, the following:

Department of PM&R (0.5 FTE):

Reception and Administrative Support:

  • Order and maintain office supplies.
  • Pick up, sort and distribute mail from mailroom.
  • Answer the main telephone line and email for Department of PM&R.
  • Set-up conference rooms for meetings and clean-up conference rooms after meetings.
  • File various documents for department.
  • Conference room and event scheduling.
  • Support Residency Coordinator as needed, including during interviews, orientation and other events - may include evenings and weekends.
  • Process reimbursements and travel for faculty and staff.
  • Manage faculty professional development funds and balances ensuring regular communication regarding balance and policy regarding use of those funds.
  • Manage and book travel and conferences for faculty and staff.
  • Coordinate and manage Med Legal activities for the PM&R providers including, scheduling, invoicing and communications.
  • Processing of membership dues and other related credentialing expenses.
  • Provide reception to PM&R Administration, including telephone and in-person reception.
  • Schedule and manage pertinent meetings: including developing agendas, sending invitations, arrange for room location & catering if needed.
  • Responsible for general appearance and upkeep of department common areas.

Operations/Facilities and Equipment Coordination:
  • Assist with web space and coordinating use of office space to ensure good work flow and office functionality.
  • Assist with scheduling classrooms and adjusting classroom requirements as needed throughout the semester. This involves working within the EMS university system.

Physical Therapy Program (0.5 FTE):
  • Provide administrative support by answering phones, greeting visitors, distributing mail, assisting with document preparation, gathering data and data entry.
  • Regularly collect data for updates faculty curriculum vitae on program website.
  • On a monthly basis, reconcile original receipts with reports per speed type, organize and maintain documents and files.
  • Courier documents and supplies across campus.
  • Assist with organization and disposal of unneeded supplies.
  • Maintain an annual program calendar.
  • Assist with program events, including but not limited to: student orientation, graduation, continuing education and scholarship. Tasks include scheduling meetings and rooms, creating and mailing invitations, ordering food, working with facilities, creating and compiling packets.
  • Provide cross-coverage for co-workers.

Communication:
  • Provides concise and articulate communication to include routine contact via phone, e-mails and memos, requiring outstanding verbal and written skills.
  • Communication, occurring with a variety of levels of faculty and staff in a higher education setting, will require diplomacy and tact, flexibility and the ability to maintain positive working relationships.
  • Will be required to be an effective representative of the Department/University.
  • Develop specific training sessions for managers and staff pertinent to new policies, systems, procedures and/or problem areas observed.

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 commemorate with skills and experience. This position is eligible for overtime.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits.

Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation

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:
  • Two (2) years of general clerical experience in an office environment, which must have include experience handling day-to-day financial transactions of an organization such as: invoicing; billing; reporting; receiving; and/or handling A/R and/or A/P.

Preferred Qualifications:
  • Experience using Microsoft Office and/or other related software.
  • Experience understanding and explaining policy and procedures.
  • Experience working in a large complex public institution, higher education, healthcare or health sciences center environment.
  • Experience working with any variety of additional computer programs relevant to other business areas (PeopleSoft, Cognos, IDX, AX, or other).
  • Familiarity and experience with various business compliance requirements (HIPAA, NIH, COI).

Competencies/Knowledge, Skills & Abilities:
  • Ability to communicate effectively orally and in written formats.
  • Proficient with spreadsheets, word processing, email and calendar management.
  • Strong Interpersonal skills with ability to provide excellent customer service, while ensuring fiscal compliance and rules adherence.
  • Ability to work independently.
  • Ability to maintain positive working relationships.
  • Flexible.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.

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: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 Estelle Brock 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: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 - 20301 - SOM-Rehabilitation Medicine

Schedule: Full-time

Posting Date: Nov 5, 2018

Closing Date: Ongoing

Posting Contact Name: Estelle Brock

Posting Contact Email: [email protected]

Position Number: 00723818

PI105417568

 

 

 

Diversity Profile: University

 

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Job No:
Posted: 11/6/2018
Application Due: 1/5/2019
Work Type:
Salary: