Senior Administrative and Programs Specialist

Job description

University of Colorado | CU Anschutz Medical Campus


Senior Administrative and Programs Specialist

Position #00604666 – Requisition #21060

* 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 VCHA - AHEC has an opening for a full-time University Staff (unclassified) Senior Administrative and Programs Specialist 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.

Job Summary:

This full-time position is responsible for providing educational, program and administrative services for COAHEC Program Office and reports to the Business Services Program Manager. This position communicates extensively with multiple internal and external constituencies and serves as a resource to others as needed to assure adherence to AMC, UCD, CU and COAHEC’s policies and procedures.

The position works closely with the supervisor in providing managerial assistance in the follow areas:

  • Programming: design, development, evaluation, coordination, and implementation.
  • Housing Program: developing, managing, and enforcing current housing policy, managing clinical rotations, coordinating with the AMC Schools and Colleges and working with Colorado AHEC regional centers.
  • Grant Writing: research support, light writing, and administrative support.
  • Annual Reports: Assist with periodic reporting of HRSA Model and other existing grants.
  • Conference: planning and event management.
  • Publicity and Promotion of Educational Programs: design campaigns for promoting educational programs of COAHEC Program Office.
  • Salesforce and Other Databases: Data entry and data extraction for preparing reports.
  • Budgeting: work with supervisor in developing and managing budgets for specific programs and events.
  • Record Keeping: maintain records for current and completed projects.
  • Student employees and student/staff volunteers: recruit, train and supervise.
  • Other duties as assigned.                                      
Examples of Work Performed:

Program Management:

  • Assist with design, development, evaluation, coordination, implementation, and management of programs overseen by the Director of COAHEC and the leadership team. (Ex: AHEC Scholars, Cadaver pipeline experience, and other programs as adopted).
  • Work with Director of COAHEC to continually revise COAHEC healthcare screens and dissemination throughout the state.
  • Recruit and schedule presenters, student workers, volunteers, and staff, register program participants, coordinate with other programs, prepare professional scientific presentation materials, reserve rooms, order supplies and catering. Assist with set-up/take down, etc., as needed, or required for different programs.
  • Work with team member/s for scheduling, coordinating, and managing programs in the absence of the supervisor.
  • Assist with coordinating pipeline education program implementation for high school students visiting Anschutz Medical Campus.
  • Ensure accurate data is captured for each individual program and align reports by coordinating with the IT Professional.
  • May need to travel occasionally.
  • Other duties as assigned.

  • Be directly responsible for managing the COAHEC Housing Program with goals, objectives, outcomes, and indicators that will provide the desired outcomes.
  • Assist with developing, managing and enforcing the housing policy.
  • Assist with health professions student housing for rural rotations. Work closely with other health professional program staff within the University of Colorado and the AHEC regions across Colorado to educate staff and students on the procedures and help ensure adherence to COAHECs housing policies and procedures. Determine who is eligible for student housing and or housing reimbursements and assign them to the appropriate AHEC region.
  • Audit and approve for payment all quarterly housing reports for all the Colorado AHEC regions.
  • Ensure reimbursements for all student-found housing.
  • Regularly monitor COAHEC Housing email.
  • Actively communicate with multiple internal and external constituencies.
  • Other duties as assigned.
Grants Writing and Management:

  • Under the direction of the PI, provide research and administrative support with new grant applications with focus on community education and clinical training in practice transformation. Ensure all steps are properly addressed in InfoEd with the grant application. Communicate with the appropriate parties about any missing information and ensure the application is complete for review by Office of Grants and Contracts. Edit the application material and all the written content by AHEC staff for grammar, syntax, and spelling.
  • Assist with completing the annual reports for the HRSA Model grant and other existing grants.
  • Other duties as assigned.
Conference and Event Management:

  • Responsible for conference planning and event management for annual National Western Stock Show, biennial Networking, Education and Research Conference (NEAR), and other events as needed.
  • Develop and manage budgets, build teams, provide training, develop metrics for measuring outcomes and reporting.
  • Recruit and schedule presenters, student workers, volunteers, and staff, register program participants, coordinate with other programs, prepare professional scientific presentation materials, reserve rooms, order supplies and catering. Assist with set-up/take down, etc., as needed, or required for different programs.
  • Other duties as assigned.
General Office support:

  • Assist supervisor, as directed, with approvals of invoices in CU Marketplace.
  • Employ university procurement card/travel card to complete outside vendor purchases to meet COAHEC needs, and complete monthly reconciliation referencing the expense report.
  • Active use of Salesforce for data extraction, analysis, and reports.
  • Design flyers, plan campaigns for promoting educational programs of COAHEC Program Office.
  • Coordinate/oversee registration, travel, and reimbursement for regional outreach activities for staff.
  • Other 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:

The salary range (or hiring range) for this position has been established at $43,064 - $54,778.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is ineligible 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:

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.

Minimum Qualifications:

  • A bachelor’s degree from an accredited institution in a related field.
  • The position requires at least one (2) years of experience in event management, program management and grant assistance in a health professions academic setting.
  • Must have experience as a lead program conference specialist.
  • Must be experienced with community health outreach providing health screenings.
Preferred Qualifications:

  • Experience with University of Colorado HCM, Concur, Cognos, and Marketplace programs.
  • Knowledge of AHEC program
  • Three (3) or more years of experience with program management in an academic medical and/or research setting.
Competencies/Knowledge, Skills, and Abilities:

  • Excellent communication skills, both written and verbal.
  • Ability to establish and maintain effective, collaborative working relationships with employees at all levels throughout the institution, and with external constituencies.
  • Outstanding customer service skills.
  • Demonstrated commitment and ability to advance diversity and inclusion.
  • Ability to interact in a professional manner and ensure strict confidentiality.
  • Proficiency in Microsoft Word, Excel, Access, PowerPoint and Outlook or other similar software programs. Exposure to Graphic Design would be an advantage.
  • Proficiency in using Salesforce.
  • Adaptability and ability to successfully manage multiple self-directed projects with competing priorities.
  • Strong organizational skills and attention to detail.
  • Ability to learn and stay current on State of Colorado, University of Colorado and other organizational fiscal policies and procedures.

Job Category: Academic Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Apr 26, 2021
Unposting Date: Apr 30, 2021, 11:59:00 PM




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Job No:
Posted: 4/28/2021
Application Due: 7/27/2021
Work Type: Full Time