Administrative/Office Coordinator (Business Services Professional)
- Employer
- University of Colorado Colorado Springs
- Location
- Colorado Springs, CO
View more
- Administrative Jobs
- Institutional & Business Affairs, Business & Financial Management, Institutional Research & Planning
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
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Description
University of Colorado | CU Anschutz Medical CampusSchool of Medicine Department of AnesthesiologyAdministrative/Office CoordinatorBusiness Services ProfessionalPosition #00790451 – Requisition #23242Location: Colorado Springs* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2Denver: https://www.ucdenver.edu/coronavirusExemptions vary by campus location/department. Campus/Unit-Specific Exemptions:Partner with professional support service departments on the Colorado Springs campus (i.e. Marketing, Med Staff Office, etc.) Faculty Support:The position will manage the operational and administrative functions of the Colorado Springs Pediatric Anesthesiology Team for the Department of Anesthesiology. Duties include:
Qualifications
Minimum Qualifications:
Job Category: Business Services
Primary Location: Colorado Springs
Schedule: Full-time
Posting Date: Oct 14, 2021
Unposting Date: Ongoing
University of Colorado | CU Anschutz Medical CampusSchool of Medicine Department of AnesthesiologyAdministrative/Office CoordinatorBusiness Services ProfessionalPosition #00790451 – Requisition #23242Location: Colorado Springs* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2Denver: https://www.ucdenver.edu/coronavirusExemptions vary by campus location/department. Campus/Unit-Specific Exemptions:
- Anschutz Campus – Exemptions are allowed for medical or religious reasons.
- Denver Campus - Exemptions are allowed for medical, religious, or personal reasons.
- Consolidated/Central Services Administration – Will follow Anschutz policy on exemptions.
- Support all leave reporting for Colorado Springs Pediatric Anesthesiology Team to the Department’s Payroll Specialist and ensure leave reporting is in compliance with team members’ contracts
- Coordinate with the Department of Anesthesiology and HR Shared Services teams during any physician onboarding to complete pre-hire tasks; onboard all new faculty at the Colorado Springs location
- Manage master anesthesia schedule, call schedule, vacation schedule, sick time, etc. utilizing Qgenda and EPIC and any other necessary platforms for reporting
- Manage the Team’s call pay/shift pay reporting
- Manage and oversee all Team communications
- Manage meetings and/or events, in coordination with the Department’s Events Team, for the Team, as requested by the Colorado Springs Medical Director of Perioperative Services & Anesthesiology, other team members, and/or the Pediatric Administrator, to include arranging meeting date/time/location, setup, meals and catering, handouts, audio-visual equipment arrangements, and requisite follow-up
- Maintain, analyze, and make recommendations for inventory in regards to office space including breakrooms, conference rooms, and work spaces
- Responsible for soliciting meeting topics, preparing and communicating agendas, preparing presentations, transcribing minutes, posting approved final minutes, and maintaining minutes’ archive
- Develop and implement tools and systems to improve efficiency and flow of departmental documentation, communication, space, etc.
- Manage the annual review process for the Team to include distribution, collection, reporting, and analysis
- Coordinate the overall management of team members’ daily, monthly, and annual schedules, including setting priorities, determining access, scheduling, and arranging meetings, and setting and confirming appointments
- Provide support for tasks such as arranging travel and itineraries for high-level recruitments and visiting dignitaries, to include processing travel request documents, travel expense summaries, and making required travel arrangements to include transportation, lodging, and itinerary needs
- Responsible for tracking and submission of reimbursements and professional fund expenditures of Anesthesiology faculty
- Maintain knowledge of University and CU Medicine travel and expense policies and partner with the Department Finance, Procurement, and Contracts Lead on an ad-hoc basis when necessary
- Draft correspondence, meeting materials, and memos for signature. Attend meetings as assigned by the Colorado Springs Medical Director of Perioperative Services & Anesthesiology and/or Administrator to include faculty meetings.
- Provide administrative support for projects in which members of the Team are involved at a local and national level
- Act as liaison between the Colorado Springs Medical Director of Perioperative Services & Anesthesiology and the Division Administrator. Provide support to other programs as assigned.
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
- 1 year of professional level experience providing administrative and/or operational support to a unit or team.
- 2-5 years of experience supporting multiple executives or faculty, planning meetings, coordinating calendars, preparing travel arrangements, and providing assistance on special assignments.
- Advanced computer skills.
- Experience working in an academic medical center.
- Experience utilizing Concur and/or CU Marketplace
- Ability and/or willingness to work in Colorado Springs 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.Demonstrated commitment and leadership ability to advance diversity and inclusion
- Ability to prioritize multiple projects and tasks with independent judgment based upon a complex set of competing time and resource requirements and to handle changing workloads and demands as necessary. Must be able to determine most efficient sequence of duties on any given day and recognize when to delegate tasks. Maintain highest level of confidentiality and recognize which information must be kept confidential.Ability to manage schedules
- Expert level of proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and various Internet browsers.
- Exceptional professional attitude and the ability to work collaboratively, harmoniously, and effectively as part of a team is essential.
- Flexibility to adapt to changing workloads and management schedules.
- High degree of professionalism, resourcefulness, tact, and diplomacy.
Job Category: Business Services
Primary Location: Colorado Springs
Schedule: Full-time
Posting Date: Oct 14, 2021
Unposting Date: Ongoing
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