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Administrative Assistant III

DescriptionUniversity of Colorado Denver l Anschutz Medical CampusBusiness School, Office of the DeanJob Title – Administrative Assistant IIIPosition #769903– Requisition 17838
* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *
The Dean's Office has an opening for a full-time, State Classified Administrative Assistant III position.
The University of Colorado Denver 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.
As Colorado’s public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research, creative work, and civic engagement in the city we call home. CU Denver graduates gain the powerful combination of immersive classroom and real-world experience that are in demand today. The city benefits from well-educated, top talent and a new generation of knowledge that fuels the future of Denver and our region. We are CU in the City. 
CU Denver offers more than 100 degree programs, from the bachelor’s to the doctoral level, in the heart of downtown.Here, more than 15,000 students pursue academic programs that range from global energy management to music industry studies to criminal justice. As part of the state’s largest public university system, CU Denver is a major contributor to the Colorado economy, with nearly 2,500 employees and annual economic impact of $800 million.  Read CU Denver Quick Facts here
Job Summary: 
The Dean’s office is central to building and executing the mission of the Business School, including support to faculty, staff, students and external constituencies. This position acts as an integral and contributing member of the Business School’s Dean’s Office team, providing front office support including, greeting, directing and answering questions from external visitors, VIP individuals, students, faculty and staff members of the school and university.  Provides primary support and assistance to the Dean of the Business School, including calendar scheduling, appointments and meeting organization. Provides as-needed support to the Associate Deans. Performs office functions including clerical and administrative office support and assistance including answering phones, handling hardcopy mail and electronic inquiries, word processing, presentation compositions, list and database maintenance, mail merge and completed mailings, data manipulation and report generation, spreadsheet development and maintenance.  Maintains and generates professional, accurate and positive communications for the Dean’s office, including electronic, voice and hardcopy communications to Business School faculty and staff.  Maintains, provides, and is a source of primary information regarding the Business School for external and internal customers and handles all inquiries in a prompt and professional manner.  Maintains and updates Dean’s office filing systems.  Works as the scholarship administration coordinator, handling student scholarship processing and communications. Handles all material with confidentiality and discretion.  This position has fiscal responsibilities associated with approved purchases, and submits supporting documentation as required.  Assistance with special projects associated with startup of new programs or on-going programs is required
Examples of Work Performed: 
Front Desk Administration and Customer Service (20%)
Serves as initial point of contact for the Business School and the Dean’s Office. Employs customer service, diplomacy and thorough communication skills.  Greets and directs visitors and in-coming phone calls from internal and external constituencies. Manages email inquiries, provides directions, answers questions, screens phone calls and take messages, relays information to the appropriate department and persons, place calls or email inquiries to obtain information, and handle complaints which may require further processing. Announce visitors to the Deans. Provide visitors, callers and email inquiries with overall Business School information, including general information about the school. Identify and direct the inquiry to the appropriate department, faculty or staff member for next steps. Contact responsible parties to follow up as necessary. Troubleshoot and manage issues to completion, or forward to appropriate individual or group for handling. Carefully screen in-coming student concerns and determine appropriate action for resolution. Communicate in a professional manner and with alacrity. Is capable of handling irate individuals, specifically students, providing direction and follow up as necessary.
Direct Support to the Dean and Associate Deans: General Administration and Calendar/Scheduling (40%)
In direct support of the Dean and Associate Deans: Coordination, organization of calendars, meetings and other appointments – Manages Dean’s calendars by scheduling appointments, meetings and events. Document on calendar tool(s) and provide complete appointment information as necessary. Notify Dean of important or pending appointments. Make meeting room arrangements and inform meeting members. Coordinates A/V, presentation, special room configurations, refreshments and/or food items as needed.  Assists in handling, scheduling and communicating Business School meetings including Faculty/Staff meetings and Faculty Tenure & Promotion Review Committee meetings. Assists with archival of materials related to faculty review process. Communicates requests for agenda and motion items for assigned meetings on prescribed timetable. Plans and reserves meeting room requirements and provide meeting materials as requested. Maintains confidential faculty and staff contact information list; distributes to deans.
Student Scholarship Coordinator (40%)
Serves as the liaison between the Business School and the Scholarship Resource Office (SRO). Manages all scholarship inquiries from students, faculty and advisors. Coordinates student scholarship awards, utilizing proper online tools and the campus processing portal. Includes setup, application and processing. Handles appropriate communications regarding scholarship criteria, related deadlines and awards with faculty directors and students. Works with Dean’s Office leadership to obtain scholarship allocations. Coordinates with leadership to identify and select student participation for development and fundraising activities and events. Assists with coordination of scholarship events and activities. Provides students with information on scholarship requirements, deadlines and gathers, manages and communicates application and award information. Works with campus administration to install Business School scholarships onto the portal; adheres to campus policy and processing related system requirements. Verifies, tracks, and audits award criteria for student eligibility based on scholarship criteria and guidelines; work with Chief of Staff to align to gift fund agreements. Through system, manage award notifications, suspensions and deferrals. Processes the distribution of the school’s state and private scholarship fund allocations (undergraduate, graduate and PhD) based on allocations provided by the Dean’s office.  
Salary and Benefits:
Hiring Salary Range: $3,599 - $3,979 / month (non-negotiable)* 
*The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions. 
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/benefitsTotal Compensation Calculator: http://www.cu.edu/node/153125
Additional Information: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. 
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.
ADAAA Accommodations:Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Ryan Untisz by phone or email at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.


QualificationsMinimum Qualifications
  • Three years of administrative assistant experience
Substitution
  • Education in a related field may substitute for the required experience on a year for year basis
Preferred Qualifications
  • Bachelor’s degree in business administration, finance, accounting, marketing or a related field from an accredited university
  • Experience in a higher education/government institution
  • Experience with interface and communications (written and verbal) with faculty, students, staff, visitors, alumni, board and/or advisory council members
  • Experience with a CRM and/or database software
Competencies/Knowledge, Skills and Abilities
  • Ability to collect, interpret and present data
  • Demonstrated customer service skills
  • Capability and demonstrated experience with MS Outlook, Word, Excel, Powerpoint
  • Excellent verbal and written communication skills
  • Excellent attention to detail
  • Ability to interface positively and effectively with internal and external constituencies
  • Ability to establish proper work priorities
  • Ability to manage complex, sensitive and confidential information
  • Ability to work independently
  • Ability to work with a team of individuals to accomplish goals; is a part of a collective team and is able to contribute to a productive work environment


Job Category: Administrative Support and Related
Primary Location: Denver
Schedule: Full-time
Posting Date: Dec 5, 2019
Unposting Date: Jan 4, 2020, 11:59:00 PM

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