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Administrative/Office Coordinator (Business Services Professional)

Employer
University of Colorado Colorado Springs
Location
Colorado Springs, CO
Description
University of Colorado | CU Anschutz Medical Campus

School of Medicine Department of Anesthesiology

Administrative/Office Coordinator

Business Services Professional

Position #00790451 – Requisition #23242

Location: 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_2

Denver: https://www.ucdenver.edu/coronavirus

Exemptions 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.
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.

Department of Anesthesiology has an opening for a full-time University Staff (unclassified) Business Services Professional (Intermediate) - Administrative/Office Coordinator position at Children’s Hospital Colorado in Colorado Springs.

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. 

Jobs in this career family provide general business operations of the organization or a combination of operational responsibilities covering multiple career families.  Functions include institutional research, statistical analysis, policy development and review, strategic planning and broad unit business operations such as parking and transportation services, risk management, childcare services, real estate and property management, retail services or job responsibilities that combine fiscal, HR and operational management responsibilities.

Professionals at the intermediate level are responsible for exercising discretion, analytical skill, personal accountability, and responsibility in a wide range of areas including academic, administrative, managerial and student services functions. Work involves creating, integrating, applying and sharing knowledge directly related to a professional field.

At the intermediate level, duties may be more limited in scope and are performed with guidance and direction from other professionals.

This position is responsible for administrative and office coordination and providing essential support to the team of Pediatric Anesthesiologists at Children’s Hospital Colorado in Colorado Springs. This position will be located in Colorado Springs. The Administrative/Office Coordinator will provide support for services regarding clinical programs, faculty affairs, recruitment, travel administration, educational programs, and special events specific to the Colorado Springs Pediatric Anesthesiology Team.  This position works under the direction of the Colorado Springs Medical Director of Perioperative Services & Anesthesiology and reports to the Administrator for the Division of Pediatric Anesthesiology. Duties include:

Projects & Operations:

This position will take ownership on projects and special events as they relate to the Colorado Springs Pediatric Anesthesiology Team. Such a function will require that the incumbent be familiar with various areas including Concur, Marketplace, PRISM, and collecting and reporting data. Additionally, the position is responsible for business flow and operations as it is related to administrative need. Duties include:

     
  • 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
  • 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:

       
    • 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.
    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.



    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.
    Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.

    Required: Applicants must meet minimum qualifications at the time of hire.

    PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

    Preferred Qualifications:

    • 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
    Knowledge Skills, and Abilities:

    • 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.
    Salary and Benefits:

    The salary range (or hiring range) for this position has been established at $44,526 - $54,000.

    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 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. 

    Benefits: https://www.cu.edu/employee-services/benefits

    Total Compensation Calculator: http://www.cu.edu/node/153125

    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 hr.adacoordinator@ucdenver.edu.

    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.



    Job Category: Business Services
    Primary Location: Colorado Springs
    Schedule: Full-time
    Posting Date: Oct 14, 2021
    Unposting Date: Ongoing

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