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Events Coordinator

Job description




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



University of Colorado l Anschutz Medical Campus

School of Medicine, Department of Anesthesiology

Events Coordinator (Business Services Intermediate Professional)

Position #756438 - Requisition 15208



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 Anesthesiology has an opening for a full-time, University Staff (unclassified) Events Coordinator (Business Services Intermediate Professional) 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:
Jobs in this career family provide general business operations of the organization or a combination of operational responsibilities covering multiple career families. Functions include institutional research, statistical analysis, policy development and review, strategic planning and broad unit business operations such as parking and transportation services, risk management, childcare services, real estate and property management, retail services or job responsibilities that combine fiscal, HR and operational management responsibilities.

Professionals at the intermediate level are responsible for exercising discretion, analytical skill, personal accountability and responsibility in a wide range of areas including academic, administrative, managerial and student services functions. Work involves creating, integrating, applying and sharing knowledge directly related to a professional field.

At the intermediate level, duties may be more limited in scope and are performed with guidance and direction from other professionals

Position Emphasis:

The Event Coordinator will provide daily coordination of the Department of Anesthesiology's educational and departmental events, and any other duties as assigned by the Chair or Director of Finance and Administration. This position will maintain contracts, provide venue support, catering support, and conference management. This position will be the primary point of contact for all Department supported events to include, but not limited to: the annual CRASH (Colorado Review of Anesthesiology for Surgicenters and Hospitals) conference, ASA (American Society of Anesthesiologists) reception, Residency and Fellowship Graduation Dinner, Department holiday reception, ISPA (International Symposium on the Pediatric Airway) conference, Resident recruitment, Fellow recruitment, and MOCA (Maintenance of Certification in Anesthesia) simulation training.

The Event Coordinator reports directly to the Director of Finance and Administration and indirectly to the Business Services Program Director. The Coordinator will be expected to take direction from the Chair, on a variety of work responsibilities. The Coordinator will provide assistance to other designated individuals who have been assigned program or administrative roles with faculty, including any designated Assistant or Associate Directors.

Examples of Work Performed:

Management & Coordination of Contracts: This position manages all aspects of coordinating Department sponsored events, receptions, and Resident and Fellow Recruitment activities. This will includes the following, but is not limited to:

  • Outline, request, and review all contracts from Hotels, catering, travel and rental agreements.
  • Outline and approve all menu items for catered events.
  • Coordinate lodging, recruitment dinner, and lunch for Resident Recruitment.
  • Coordinate lodging, recruitment dinner and lunch for Fellowship Recruitment.
  • Prepare purchase orders that correlate with all contracts for approval by Department administration.
  • Manage all event budgets up to $250,000.
  • Process and manage vendor agreements.
  • This position will independently negotiating prices and contracts with vendors in order to coordinate events within set budgets, and present these negotiated contracts to the Director of Finance and Administration for review and approval.
  • This position must be able to understand and interpret University and State purchasing rules and regulations.

Database Management: This position will manage all conference and event databases that are applicable. This is inclusive of, but not limited to:
  • Management of CRASH (Colorado Review of Anesthesia for Surgicenters and Hospitals) database.
  • Residency/Fellowship Graduation Database.
  • Holiday Reception Roster Database.
  • ISPA (International Symposium on the Pediatric Airway) Database.
  • Develop and maintain a Residency and Fellowship Alumni Database.
  • Gather and organize data on all participants of conference activities for reporting purposes.
  • Maintain, track and process workshop and conference fees and billing statements.
  • Gather, compile and analyze data.
  • Work with the Medical Education Coordinator to ensure CME have been entered into the database.

Report and Computer Management: This position must be comfortable and have knowledge of all MS Office Programs, Adobe, as well as University business applications. This position will coordinate the following, but is not limited to:
  • The design of brochures, invitations, post cards, flyers, and marketing materials as needed for conferences, and educational opportunities sponsored by the Department.
  • Create, prepare and provide PowerPoint presentations for faculty on an as needed basis.
  • Create, prepare and provide correspondence, data reports, spreadsheets, and scheduling outlines for all Department sponsored events.

Data Analysis: This position must be able to determine how to best analyze data, in order to develop projections and create statistical reports. This is inclusive of, but not limited to:
  • Developing and distributing attendance analysis projections (based on past event attendance, analyzing attendance data and then developing projections for future events).
  • CME office coding for registrations.
  • Count analysis by state and Country for physicians, CRNA, AA, Residents and Nurses.

Coordination for Conferences and Events: This position requires the employee to work to coordinate elements of all department related conferences and events, in consultation with the Chair, Conference Medical Directors, and Director of Finance and Administration.
  • Perform Research, develop outlines, and prepare all materials in advance of the conference presentations.
  • Coordinate speaker schedules, travel and lodging.
  • Project management including contract management and negotiation, venue support, food and beverage planning, and conference management.
  • Process all financial transactions related to conferences and events.
  • Work in conjunction with the Office of Certified Medical Education to secure credit for all educational events (when necessary) and maintain compliance with ACCME guidelines.
  • Coordinate international and national scholars and clinicians.

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 has been established at $45,000 - $52,000 and is commemorate with skills and experience. This position is not 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:
  • 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
  • One (1) year of project management/coordination experience.

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis, but not for the specific experience.

Preferred Qualifications:
  • Two (2) or more years of experience working in an academic setting.
  • 3-5 years of experience working in a high-level customer service environment.

Competencies/Knowledge, Skills & Abilities:
  • Familiarity with event and conference planning.
  • Ability to organize, coordinate activities and multitask.
  • Demonstrated interpersonal skills and ability to work as a team member to relate effectively with students, faculty, residents and various staff members.
  • Demonstrated ability to communicate clearly and effectively orally and in writing.
  • The ability to be a team player is essential.
  • Ability to handle sensitive and confidential information and documents and maintain strict confidentiality in all applicable matters; using professionalism and discretion conversations.
  • Ability to communicate effectively in brief, focused and well-organized oral and written presentations.
  • Ability to plan and organize, implement and/or coordinate administrative functions and activities that apply to this role.
  • Ability to multitask and shift priorities.
  • Ability to initiate solutions to operational problems and implement operational changes.
  • Ability to work and think independently, self motivated, and detail oriented.
  • Experience in handling contracts and accounts payable processes preferred.
  • Knowledge of, or ability to, become fully competent in computer programs essential to the promotions and credentialing process, including the Microsoft Suite (Word, Excel, Access, PowerPoint, Outlook), Skillsoft, Salesforce, ByCommittee, and PRISM. Software used will continue to change, so adaptability to new electronic programs and tools is essential.
  • Ability to understand and apply institutional requirements at the department level.
  • 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:*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 Sabrina Espinoza 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: Business Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20138 - SOM-Anesthesiology

Schedule: Full-time

Posting Date: Nov 21, 2018

Closing Date: Ongoing

Posting Contact Name: Sabrina Espinoza

Posting Contact Email: [email protected]

Position Number: 00756438

PI105794015

 

 

 

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Job No:
Posted: 11/22/2018
Application Due: 1/21/2019
Work Type:
Salary: