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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, Graduate Medical Education

Program Assistant I

Position #706574 - Requisition 15108



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.

Graduate Medical Education 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 School of Medicine offers training in 100 ACGME accredited and approximately 70 unaccredited specialty training programs in Graduate Medical Education (GME). The GME office assumes responsibility for maintaining the accreditation status of the institution and training programs by implementing an administrative system, which provides for management of financial resources, educating and monitoring each specialty program's compliance with ACGME Institutional and Specialty requirements, and developing and maintaining an information system to track past and current trainees. GME is an integral part of the mission of the School of Medicine with oversight of the postgraduate education of physicians in preparation for board certification in their specialty.

The purpose of this position is to provide a high level of administrative support to ensure the smooth operation of the GME office. Duties include but are not limited to the following; reception, mailing and delivering of documents, record keeping and maintenance, document production, verifying and reporting data and information, review, obtain and provide information release and screening documents and supporting information to determine eligibility, authenticity, or identity. Other duties, special projects as assigned.

Examples of Work Performed:



Office Management Functions:

  • Performs multiple administrative activities and establishes systems, operations, and processes to ensure the smooth operation of the GME office.
  • Responds to voicemails and emails received on behalf of the GME office.
  • Answers primary office line, greets and directs callers and/or visitors.
  • Distributes GME updates and information to Program Directors and/or Coordinators and SOM Interns, Residents and Fellows via email.
  • Schedules various meetings and copies and assembles handouts.
  • Manages office equipment and orders supplies to maintain working condition

Verifying and Reporting Data and Information:
  • Verifies residency information in MedHub in order to complete training verification letters, malpractice confirmations and loan deferment and forbearance forms.
  • Provides pre-employment documents and compliance letters to affiliated institutions as requested. This position understands the kind of information being collected and/or maintained and triages it for confidentiality.

Database Management:
  • Generates reports out of MedHub.
  • Maintains tracking database to record verification and release of information documents and requests from outside intuitions.
  • Manages users in Electronic Residency Application Service (ERAS) database by adding and removing users, setting up viewable and screened information and granting specific permissions based on role and program.
  • Manages the Residency and Fellowship match process using the National Resident Matching Program website. (NRMP) Notifies GME programs of important match deadlines in compliance with NRMP policies and assists in making online changes to quotas and settings. Collaborates with NRMP to answer questions about the match process.

Maintenance of Resident Files:
  • Prepares and uploads exiting resident files in Residency Management Software.
  • Assists with program completion certificates by verifying information in MedHub and preparing spreadsheets to send to vendor for printing.
  • Creates and uploads malpractice confirmation letters for all new Residents and Fellows.
  • Ensures proof of compliance by maintaining pre-employment documents on the local drive.

Assistant to Director of Finance and Administration:
  • Processes various GME forms and sends for DFA approval; Moonlighting, Additional Pay and CU Medicine Affidavits.
  • Monitors compliance with residents licensing requirements.
  • Manage high-level administrative duties as assigned.

Project Management:
  • Coordinates Program Coordinator training for new intern onboarding
  • Coordinates GME office staff internal onboarding meetings and manages deadlines within the various department teams.
  • Coordinates the Intern orientation scheduling process within limits set by DFA.
  • Coordinates the Annual GME Chief Resident Retreat including all events planning aspects such as contract management, communications, and coordination with meeting administrators and participants.

Payments to Bursar:
  • Preparation of cash receipts and updating documentation for all checks received in the GME office.
  • Secures checks overnight/weekend when necessary.

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.

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 $47,196 - $55,000 and 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 (4) of general clerical and/or administrative experience.
  • Experience working with Microsoft Office Suite (specifically Word, Excel, and Outlook).

Substitution: Appropriate education will substitute for the required experience on a year-for-year basis, but not for the specific experience.

Preferred Qualifications:
  • A bachelor's degree in business, business administration, finance, accounting , education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
  • Experience working in higher education or health care setting.
  • Experience working in an executive assistant and/or high level administrative support role.

Competencies/Knowledge, Skill and Ability:
  • Excellent organizational skills including ability to prioritize multiple projects with strong attention to detail.
  • Ability to analyze data in Microsoft Excel and demonstrated advanced proficiency with sophisticated spreadsheet manipulation and data processing.
  • Ability to maintain accuracy with electronic records.
  • Ability to complete high volume tasks thoroughly and independently.
  • Ability to communicate effectively with all levels of management in both a written and verbal capacity
  • Ability to analyze problems and propose solutions
  • Proficiency with Adobe applications specifically Acrobat Pro.
  • Proficiency with Microsoft Share Point website application/software or similar software.


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 www.cu.edu/cu-careers. * REQUIRED APPLICATION MATERIALS: 1). A cover 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 Shelby Potter 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: 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 - 20361 - SOM-Grad Med Educ Administratn

Schedule: Full-time

Posting Date: Nov 8, 2018

Closing Date: Ongoing

Posting Contact Name: Shelby Potter

Posting Contact Email: [email protected]

Position Number: 00706574

PI105513904

 

 

 

Diversity Profile: University

 

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Job No:
Posted: 11/9/2018
Application Due: 1/8/2019
Work Type:
Salary: