Administrative Coordinator

Job description

DescriptionUniversity of Colorado | CU Anschutz Medical Campus
School of Medicine, Department of Medicine
Admin Assistant III (Administrative Coordinator)
Position #757497 – Requisition #19321

* 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 Department of Medicine has an opening for a full-time University Staff (unclassified) Administrative Coordinator 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

Nature of Work:
This class describes the fourth administrative assistant level. Positions in this level have the authority to design and implement, without prior approval, the general office and administrative operations to accomplish the unit's work. Work includes, but is not limited to, deciding what operations will be performed and how processes will be implemented; creating and revising office procedures and writing office procedure manuals, designing forms; establishing general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit’s allotted funds by authorizing (signing) operating expenditures for such things as office supplies, calculating estimated office operating expenses for the annual budget request; and, designing the physical layout of the unit’s work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

This position will provide administrative support to the Faculty Advancement Office in the Department of Medicine, and all faculty advancement programs including, but not limited to the Mentoring Program, Faculty Mid-Course Review, Career Cornerstones, Women’s Leadership Development Program, New Faculty Orientation, Senior Leadership Gathering, and JUMP. This position will be responsible for scheduling, process improvement, maintaining records, expense reimbursements, travel coordination, and other administrative functions. The Administrative Assistant III will often need to work independently and feel comfortable designing and implementing program processes without prior approval.
The University of Colorado Denver Anschutz Medical Campus is seeking applications for an Administrative Assistant III. This full-time, University Staff (non-classified) position. Working hours is 8:00 am - 5:00 pm, Monday through Friday. This position reports directly to the Business Services Manager for the Department of Medicine.

Examples of Work Performed:
General Administrative duties:

  • Serve as main point of contact for the Faculty Advancement Office
  • Independently manage day-to-day operations of the Faculty Advancement Office
  • Provide full administrative oversight for all FAO programs
  • Provide monthly program updates to Division Heads
  • Routinely update Faculty Advancement Office website, and provide program updates for the DOM Monthly Newsletter
  • Develop end-of-year Division reports of faculty participation in programs
  • Other duties as assigned
Mentoring Program:

  • Manage database of junior faculty mentors
  • Add new faculty to the Mentoring Program database based on monthly new hires
  • Collect Mentor Identification Forms for new hires or updates
  • Collect Mentor Progress Reports (MPRs)
  • Send regular reminders to faculty about MPRs
Mid-Course Review:

  • Track Mid-Course Review (MCR) due dates for all Assistant Professors
  • Compile annual list of faculty due for MCR (usually average 75 reviews a year)
  • Provide guidance and resources to faculty members on compiling a dossier and completing the MCR process
  • Collect dossiers for all MCRs
  • Schedule MCR meetings with MCR committee and provide copies of dossiers in advance
  • Attend all MCR committee review meetings and take extensive notes
  • Create MCR summary letters for each faculty member after committee meetings
  • Distribute letters to faculty member and Division Heads
  • Update Faculty Information Management System (FIMS) with MCR completion dates
Career Cornerstones (multi-department program, managed by Department of Medicine:

  • Schedule and attend design team meetings; create meeting agendas
  • Create annual program registration and manage program recruitment
  • Schedule program events and schedule all event spaces
  • Create and share program event calendar invites and lecture materials
  • Coordinate catering for events
  • Event set-up and tear-down
  • Track attendance
  • Create and distribute certificates of completion
  • Reconcile all program expenses
Women’s Leadership Development Program:

  • Schedule, attend, and create meeting agendas for design team meetings
  • Reserve meeting rooms for all program events
  • Create and share calendar invites for all program events
  • Purchase and compile all event materials to prepare program binders
  • Track and reconcile all program expenses
  • Event set-up and tear-down
  • Manage the 360 review process; sending rater sheets to participants, collecting responses, sending reminders, and compiling 360s into a summary for coaches to review
  • Coordinate with event facilitators to organize sessions and necessary materials 
  • Communicate expectations to the program Executive Committee
  • Develop and distribute session feedback surveys
  • Reconcile all program expenses
New Faculty Orientation:

  • Schedule date and location
  • Compile attendee list
  • Create and share calendar invites for all attendees and presenters
  • Organize presenters and solicit presenter materials and slides
  • Compile orientation agenda and all presenter material for distribution
  • Coordinate catering
  • Reconcile program expenses
Senior Leadership Gathering:

  • Create and share event calendar invite
  • Coordinate off-campus event reservation
  • Reconcile all program expenses

  • Schedule all event dates with Program Director
  • Create and share calendar invites for program events
  • Coordinate catering for all events
  • Reconcile program expenses
Salary and Benefits:
The hiring range for this position begins at $43,188 and is commensurate with skills and experience.

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:
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 Human Resources ADA Coordinator at [email protected]

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. 

QualificationsMinimum Qualifications:

  • Three years of general clerical experience.
  • Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience.
Preferred Qualifications:

  • Bachelor’s degree in business administration, public administration, or other closely related field.
  • 2+ years of experience at an academic institution.
  • Experience with booking travel arrangements.

  • 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.
  • Attention to detail and strong organizational skills
  • Demonstrated commitment and ability to advance diversity and inclusion.
  • Ability to manage multiple priorities and deadlines.
  • Strong interpersonal and human relations skills.

Job Category: Administrative Support and Related
Primary Location: Aurora
Schedule: Full-time
Posting Date: Oct 5, 2020
Unposting Date: Ongoing




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Job No:
Posted: 10/6/2020
Application Due: 1/4/2021
Work Type: