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Health Professions and ESIL Program Assistant

University of Colorado - Denver and the Health Sciences Center
Denver, CO

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Administrative Jobs
Technology, Analysts & Programming
Employment Type
Full Time
Institution Type
Four-Year Institution
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University of Colorado|CU Anschutz Medical Campus

Administrative Assistant III

Health Professions and ESIL Program Assistant

College of Liberal Arts and Sciences – Health Professions Program and ESIL

Position #744082 Requisition #23180

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 is a full-time position that assists the Director of the Health Professions Program Office and the Director of the Environmental Stewardship of Indigenous Lands (ESIL) Program, and other constituents on and off campus to provide high quality, efficient, student-driven support and programming. This position exists to assist in the achievement of the long and short-term goals of two dynamic and complex educational programs that foster diversity and inclusion. The individual in the position will be a key member of two teams in facilitating student success by providing support for the admission, retention, and graduation of students. This position requires a high level of cultural sensitivity since many of the students in the Health Professions Programs and ESIL are from a variety of backgrounds requiring the individual to have a high level of professional judgment to assess needs regarding right action and advocacy appropriate to a given situation.  The position also requires the ability to engage stakeholders appropriately to help develop the best outcome for the students, external and internal stakeholders, and overall, program. 

Job Duties Include:

  • Student hiring, including sending out letters of offer and gathering info. for I-9 documents and approving timesheets
  • General accounting of expenses, e.g., keeping track of multiple accounts and expenditures associated with accounts, procurement reports
  • Placing orders for catering, equipment, office supplies, recruiting materials
  • Making travel arrangements, e.g., reserving hotel rooms, airline reservations, conference registration for program staff and affiliates
  • Staffing the front office
  • Posting/organizing advisor office hours
  • Scheduling meetings, workshops, conference dates, and making room reservations. Meeting set-up and clean-up
  • Audiovisual equipment reservations
  • Answering phones, photocopying, filing, and general record keeping
  • Taking and recording meeting minutes
  • Handling regular email communications and social media communications regarding programs, e.g. posting to social media platforms
  • Writing and mailing letters and other written forms of communication
  • Fielding general questions from students and internal/external partners about programming
  • Participate in staff meetings and attend program meetings/workshops/activities
  • Managing list serv activities, e.g., adding people to the list serv and sending out relevant email communications
  • Send out student advising survey daily
  • Develop brochures/fliers/handouts with input and guidance from Program Directors
  • Develop forms and methods of data collection, e.g., student surveys, program assessment/summary
  • Develop and maintain program applications via Qualtrics
  • Develop/modify new or existing webpages and websites associated with programming
  • Collect/consolidate/summarize data from student surveys
  • Gather data for program reporting with support from Program Directors
  • Independently attend local/regional conferences, workshops, seminars, events for program representation and student recruitment, e.g., staff a recruiting booth, present to community partners and High School students
  • Independently attend local/regional conferences, workshops, seminars, events in support of program development, e.g., attending a workshop on local Native American programming to educate the ESIL program on better recruitment methods or networking opportunities, attend a professional workshop or conference related to health professions
Salary and Benefits:

The hiring salary range for this position has been established as $44,052 - $48,696 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:

Campus Land Acknowledgment: CU Denver is on the traditional territories and ancestral homelands of the Cheyenne, Arapaho, and Ute nations. Let us acknowledge the painful history of genocide and forced removal from this territory and pay our respect to the diverse Indigenous peoples still connected to this land. Let us also give thanks to all Tribal Nations and the ancestors of this place.

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. CU Denver qualifies for both Hispanic Serving Institution (HSI) and Asian American Native American Pacific Islander Serving Institution (AANAPISI) status. 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: 

Three years of general clerical experience. One year of this experience must have included working with diverse populations of students within higher education.

Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience but not for the specific experience.

Preferred Qualifications:

  • Experience with marketing (e.g., development of materials and program representation)
  • Experience working with diverse teams
  • Experience with event coordination

    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 detailDemonstrated commitment and ability to advance diversity and inclusion.
Additional Competencies:

  • Knowledge of diversity, equity, and inclusion principles and practices
  • Familiarity with online survey tools (e.g., Qualtrics, SurveyMonkey, or others) and cloud-based data storage services (e.g., OneDrive, Google docs, or others)
  • Working knowledge of Microsoft Office e.g., Word, Excel, Powerpoint, Outlook
  • Knowledgeable of website design and maintenance
  • Ability and knowledge to work remotely, e.g., via Zoom, Microsoft Teams, videoconferencing, and phone
Conditions of Employment:

  • Regular work schedule will include some evening and weekend hours as needed.
  • Must be willing and able to provide own transportation to some on and off-campus events which may occur after-hours on evenings and weekends.

Job Category: Administrative Support and Related
Primary Location: Denver
Schedule: Full-time
Posting Date: Nov 12, 2021
Unposting Date: Ongoing
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