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Program Assistant I

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 Surgery, Division of Pediatric Surgery

Program Assistant I

Position #1684 - Requisition 15111



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 Surgery, Division of Pediatric Surgery has an opening for a full-time, University Staff (unclassified) Program Assistant I 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:
The Program Assistant I (1.0 FTE) is responsible for caring out duties related to business office and operational needs of the Division of Pediatric Surgery, Department of Surgery. The Program Assistant conducts business office functions in support of human resources and fiscal management. This position also coordinates and carries out duties related to moves and relocations, space, equipment, inventory and general operations. This position reports to and will work in a collaborative, close relationship with the Division Administration Director to organize, plan, and establish the work processes that contribute to the ongoing development, analysis and evaluation processes of existing and proposed hiring and financial processes within the Division. This position will serve as a resource to faculty and staff regarding all human resources and financial transactions.

The individual in this position will be expected to have a variety of skills, technical and social, already mastered and previous experience that allows the individual to work both independently and within a team. The complex and varied nature of the work performed requires that the individual in this position demonstrate skills in generating alternative solutions to complex problems. The individual must have the ability to work independently with minimal supervision, using effective time management and organizational skills.

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

  • Coordinates procurement related activities, processes and policies, including purchase orders, payment vouchers, IN's in both the State and CU Medicine fiscal systems.
  • Process, track and monitor travel reimbursements and reconciles travel and purchasing cards for the Division.
  • Reviews and approves allowable allocated expenses; correcting expense errors; creating financial reports utilizing electronic software programs when required.
  • Tracks accounts payable and monitors receivables.
  • Corrects and suggests resolutions for over-payments and under-payments, and other financial transaction issues.
  • Manages Division process for ordering and paying Verizon cell phone accounts. Serves as the Verizon point of contact. Resolves issues with Verizon. Orders new or replacement phones and creates accounts. Set up international calling plans, change existing plans, etc.
  • Coordinates all aspects of the recruitment process for the Division which includes, preparation of and enters data in CU Careers related to job postings, dispositioning of candidates, offer amount details and other requests as needed. Retrieves and reviews applications, cover letters, and resumes.
  • Schedules and conducts pre-screening interviews with selected candidates and schedules / participates in onsite interviews. Develops screening and interview questions, following University and State recruitment guidelines, processes and policies.
  • Creates initial offer letter(s) using appropriate template and sends to Division Administrative Director for review and approval.
  • Routes hiring packets and documents for signatures and approvals to ensure compliance with CU Medicine, Children's and University recruitment policies and procedures.
  • Establishing and implementing guidelines for internal time collection and tracking. Responsible for time collection and data entry for employees, this includes any biweekly timesheets, monthly vacation and sick usage, incentive payments and other payroll related items (e.g. call pay) for bi-weekly or monthly payroll processes.
  • Enters funding distribution changes in HCM and Payroll Expense Transfers when necessary to ensure compliance with CU Medicine, and University policies.
  • Performs data entry functions in HCM related to recruitment, hiring, position updates, job changes, pay rate changes, POI entries and other requests as needed.
  • Provides support for Dossier preparation and coordination in By-Committee as well as maintain curriculum vitae.
  • Communicates any issues related to data entries with Division Administrative Director / Finance and Accounting Professional.
  • Provides concise and articulate communication to include routine contact via phone, emails, and memos, requiring outstanding verbal and written skills.
  • Assists with special projects and assignments as assigned by the Division Administrative Director / Finance and Accounting Professional.
  • Serves as backup for administrative business office coverage needs, including telephone coverage and in-person reception, triaging as needed, customer intake calls and scheduling appointments as needed.
  • Resolves basic phone and computer issues and ordering in collaboration with the Department of Surgery IT department.
  • Serves as administrative point of contact for Advanced Practice Professionals.
  • Performs other duties 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.



Salary and Benefits:

The hiring salary for this position is commemorate with skills and experience. This position is eligible for overtime compensation.

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:

Four years of general clerical or professional administrative experience. One year of this experience must have included handling day-to-day financial transactions, including invoicing, billing, reporting, receiving and/or handling A/R and A/P.

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 required experience.

Conditions of Employment: This position will be located in Children's Hospital and must...
  • Successfully pass a 10-panel drug test through Children's Hospital Colorado
  • Be willing and able to pass a criminal and sex offender background check
  • Provide immunization record showing 2 vaccinations of each: MMR and Varicella or titer laboratory tests for each
  • TB Test
  • Tdap
  • Seasonal influenza vaccination

Preferred Qualifications:
  • A Bachelor's degree in Business Administration, Finance, or in a related field from an accredited institution.
  • Two (2) or more years of experience providing administrative and technical assistance to faculty and staff within a large complex public institution, higher education, healthcare or health sciences center environment.
  • Experience with any variety of additional computer programs relevant to finance, budgeting, patient accounting or other business areas (PeopleSoft, Cognos, CBI, AX or other).
  • Experience working with standard accounting policies and procedures.
  • Experience with human resources functions such as, recruitment, interviewing, writing job descriptions, payroll, etc.

Competencies/Knowledge, Skills and Abilities:
  • Knowledge of standard accounting procedures and basic math/computing skills.
  • Intermediate to advanced computer proficiency with Microsoft Office.
  • Ability to communicate effectively and professional orally and in written formats.
  • Interpersonal skills with ability to provide excellent customer service, while ensuring fiscal compliance and rules adherence.
  • Familiarity with various business compliance needs (HIPAA, NIH)
  • Familiarity with University financial reports.
  • 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.
  • Outstanding customer service skills.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.
  • Must possess a professional demeanor and have experience that demonstrates problem solving skills and the ability to manage multiple tasks and work independently with minimal supervision.
  • Ability to take direction and use independent judgment to coordinate various projects and meet multiple deadlines.

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: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 [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 or until 80 or more applications are received.



Job Category: Professional Support Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20324 - SOM-SRG-PEDS Clinical

Schedule: Full-time

Posting Date: Nov 7, 2018

Closing Date: Ongoing

Posting Contact Name: Theresa Anderson

Posting Contact Email: [email protected]

Position Number: 00001684

PI105488145

 

 

 

Diversity Profile: University

 

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Job No:
Posted: 11/8/2018
Application Due: 1/7/2019
Work Type:
Salary: