Academic Services Professional

Job description

University of Colorado | CU Anschutz Medical Campus

School of Medicine, Department of Medicine, Division of Endocrinology

Academic Services Professional (Intermediate)

Position #740593 - Requisition #15364

* Applications are accepted electronically ONLY at *

The University of Colorado 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 Division of Endocrinology has an opening for a full-time University Staff (unclassified) Academic Services Professional position.

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.

The Division of Endocrinology, Metabolism and Diabetes in the Department of Medicine is looking for a creative, innovative individual to coordinate, and manage the Endocrinology Fellowship Program. This is a full-time University Staff position located at the AMC campus. On the behalf of the Endocrinology Fellowship Program Director, this individual will perform duties related to planning, directing, and coordinating the academic, operational, and financial activities of the fellowship program; assisting in the development of program educational and administrative goals and objectives; developing the mapping of the fellowship program structure; and providing sound guidance and advice on other pertinent fellowship program issues.

This position will also be responsible for building a new direction in the Division: alumni relations. This function will include designing and developing an alumni relations database, establishing communication with alumni and building relationships with these graduates. The long-term goals of this program are to maintain contact with alumni, inform alumni of program events and changes, and utilize this opportunity for CU Foundation Development, placement of graduates and a data source for T32 grants.

Examples of Work Performed:

Educational Program Coordination:

  • Coordination of weekly/monthly educational programs / Grand Rounds, summer basic science course, Research conference and second year fellow's board review meetings.
  • Independently responsible for all logistics and visit coordination of 4-8 Visiting Professors per year.

Fellowship Program Coordination:
  • Manage the day-to-day operations for the program and ensure the overall goals and objectives are accomplished; act as a liaison between fellows, division, department and other constituents, including GME, UCH and others; create and oversee the rotation schedules with assistance from the fellowship director; suggest improvements in the management of the rotation schedules including identifying cost cutting measures as well as more efficient practices; monitor resident schedules to ensure compliance to ACGME work hours rules by both residents and Faculty and assist notifying the appropriate individuals with any discrepancies.
  • Work with training director(s) to ensure that all policies and procedures of the ACGME, RRC and UCD GME office or other accrediting authorities are met and that the programs will withstand an audit by any of these regulatory agencies.
  • Maintains, interprets, and implements University, state and federal guidelines and policies regarding educational programs.
  • Manage the application process through the ERAS system (Electronic Fellowship Application Service); assist with new recruit interviews with Faculty; complete new contract packages for new fellows and continuing fellows on an annual basis; consult with fellowship program director on pertinent issues concerning fellow selection and appointments to the training grant.
  • Create and maintain a database to monitor trainee progress by keeping track of training milestones and future deadlines.
  • Assist with program planning and future development of the fellowship program including the academic and clinical requirements to ensure accreditation standards are met; identify and help resolve resident issues and program administrative problems.
  • The program Administrator for MedHub, an Evaluation software, which includes monitoring duty hours, low score alerts, creating and delivering faculty and fellow evaluations, tracking conference components and generating evaluation based reports for fellows and faculty.
  • Facilitate required 6 month evaluations for ACGME.
  • Medical Student Elective Coordinator - coordination of elective, enter grades into system, ensure proper access to hospitals, Monitor, match and track evaluations through New Innovations, an evaluation software. Generate evaluation reports for fellows and faculty.
  • Fellow funding allocations: tracking work hours at each site and allocating funds as appropriate.
  • Facilitate meetings between clinical fellows and potential research mentors, and between research fellows and their mentorship committees.

Alumni Relations Coordinator:
  • Design and Develop an electronic database of alumni information for the Endo Division Training Program.
  • Make contact with approximately 200 alumni, establish relationships with alumni through communication and attempt to collect data.
  • Define and execute new policies and procedures for collecting, and updating data for current and future alumni.
  • Implement processes for future data collection.
  • Develop communication standards and polices including milestones and annual event information for alumni communications.
  • Prepare and distribute mass communications to alumni.
  • Implement mechanisms for improved program communication.

  • Manage general office administration and operations.
  • Process expense reports, for procurement card, office purchases and travel expenses.
  • Process invoices, official functions forms, reimbursement to individuals, and purchase requisitions.
  • Understand the rules and guidelines of the State & University Purchasing Office / and assure compliance to these guidelines.
  • Maintain Division Equipment inventory list.
  • Update Division Web content especially as it relates to the fellowship program.
  • Additional 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:

Salary is negotiable and commensurate 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.


Total Compensation Calculator:

Diversity and Equity:

Please click here for information on disability accommodations:

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.


Minimum Qualifications:

A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution and two (2) years of professional level experience in administration, office management, and/or program coordination in an academic or healthcare setting.

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 required experience.

Preferred Qualifications:
  • Knowledge of CU Medicine, UCH and University policies, rules and regulations related to Education and Fellowship
  • Experience in an academic environment, with an emphasis on day-to-day management of business and administrative operations.
  • Experience with UCD software systems.
  • Experience managing all aspects of Fellowship recruitment processes.
  • Experience setting up and arranging all aspects of conferences, events and meetings.
  • Three (3) or more years of professional level experience in administration, office management, and/or program coordination in an academic or healthcare setting.

Knowledge, Skills, and Abilities:
  • Ability to work with a diverse group and competing interests.
  • Ability to communicate effectively, both in writing and orally.
  • Ability to work independently, prioritize tasks, work under deadlines.
  • Ability to collaborate with Leadership and lead the way for Division and Program growth and development.
  • Ability to produce accurate and timely work products.
  • Flexibility and the ability to adapt to various situations.
  • Strong customer service and interpersonal skills.
  • Strong organizational skills with attention to detail and accuracy.
  • Excellent time management.
  • Ability to effectively explain processes, procedures and policy.
  • Excellent organizational skills and ability to manage multiple projects.
  • Ability to represent the University and work internally and externally in a professional manner with tact and diplomacy.
  • Skilled in using independent judgment and discretion in deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
  • Intermediate to Advanced user of Microsoft Office Suite; Word, Excel and Outlook.

Special Instructions to Applicants:Required Application Materials: To apply, please visit: 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: Sabrina Ferguson / [email protected]

Application Materials Required:Cover Letter, Resume/CV, List of References

Application Materials Instructions:Application Deadline: Applications are accepted electronically ONLY at Review of applications will begin December 17, 2018, and will continue until the position is filled.

Job Category: Academic Services

Primary Location: Aurora

Department: H0001 -- Anschutz Medical Campus - 20184 - SOM-MED-Endocrinology

Schedule: Full-time

Posting Date: Dec 14, 2018

Closing Date: Ongoing

Posting Contact Name: Sabrina Ferguson

Posting Contact Email: [email protected]

Position Number: 00740593





Diversity Profile: University



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Job No:
Posted: 12/15/2018
Application Due: 2/13/2019
Work Type: