Description
University of Colorado | CU Anschutz Medical Campus

School of Medicine, Department of Ophthalmology

Administrative Assistant III

Position #00792113 – Requisition #24107

* 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.

The Department of Ophthalmology has an opening for a full-time University Staff (unclassified) Administrative Assistant III position.

The University of Colorado Anschutz Medical Campus is a world-class medical destination at the forefront of transformative science, medicine, education and patient care. The campus encompasses the University of Colorado health professional schools, more than 60 centers and institutes, and two nationally ranked independent hospitals - UCHealth University of Colorado Hospital and Children's Hospital Colorado - that treat more than two million adult and pediatric patients each year. Innovative, interconnected and highly collaborative, the University of Colorado Anschutz Medical Campus delivers life-changing treatments, patient care and professional training and conducts world-renowned research fueled by over $650 million in research grants. For more information, visit www.cuanschutz.edu.

Nature of Work

The University of Colorado Denver | Anschutz Medical Campus is seeking applications for an Administrative Assistant III. This full-time, University Staff (non-classified) position is responsible for high-level administrative support in the Department of Ophthalmology. Responsibilities for this position include providing high level administrative support for clinical faculty and clinical programs on a variety of tasks including, but not limited to, managing and coordinating faculty calendars, scheduling meetings, office supply ordering, assisting with travel arrangements and travel reimbursements, assembling and collating documents, and other administrative office needs. The individual in this position will work both independently and in collaboration with faculty and program leadership. Specific priorities and duties of this position may change as the operational structure and administrative needs evolve. In addition, this position will provide cross coverage for other administrative staff positions as needed. This role is ideal for someone who has spent a few years working in a clinical and/or academic medicine environment and is interested in learning the administrative side of healthcare.

Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. Position must possess ability to successfully manage competing and changing priorities. An individual with solid business/academic/clinical administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive in our department.

Professional Field

Office Administration

Supervision Received

Administrative Assistant will report to the Director of Finance and Administration

Supervision Exercised

This position has no direct supervisory responsibility 

Examples of work performed

• Manage and coordinate schedule
• Schedule and coordinate meetings
• Maintain faculty calendars and schedules, to include clinical activities and administrative responsibilities.
• Process office supply and/or education material orders as needed.  Monitor and maintain office inventory, reordering when necessary.
• Assist in the planning and coordination of events for the faculty. The functions may include preparing flyers, booking conference rooms, booking travel for visiting speakers, creating itineraries for the visitors, and serving as the on-site contact for visitors during the duration of their visit. 
• Provide support to the clinical faculty to include scanning documents, developing correspondence, travel coordination, and additional administrative duties as they come up.
• Schedule meetings and take minutes as directed by faculty or administrative leadership.
• Submit Travel Reimbursement and Credit Card Reconciliations for adult clinical faculty, and others as needed/requested.
• Maintain faculty CV’s, various web-based profiles, and promotional portfolios.
• Adhere to current financial policies and procedures; independently seek training and guidance on new policies and procedures.
• Exercise a high-level of discretion regarding confidential department matters, examples include, but are not limited to personnel issues and knowledge of educational data.
• Provide administrative back-up support for other office personnel and participate in shared duties of support staff. 
• Provide administrative support for other duties as assigned or as department needs evolve.

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 is established at $44,052 to $48,696.  

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.

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.

Qualifications
Minimum Qualifications:

• Three (3) years of general clerical and/or administrative experience, which includes one (1) year of experience managing calendars using Outlook or other similar applications. 

Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.

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:

• High School Diploma or GED Certificate from an accredited institution.
• Bachelor’s degree from an accredited college or university in a business or health related field.
• Four (4) or more years of experience managing day-to-day administrative operations.
• Experience providing administrative and technical assistance to faculty and staff within a laboratory environment.
• Experience coordinating travel and related purchasing and expense reimbursements.
• Experience working in a healthcare or academic setting
• Experience working with UCD software such as Marketplace and Concur

Competencies / Knowledge, Skills, and Abilities:

• Strong team player with excellent customer service and interpersonal skills and has the ability to work with a diverse group and competing interests.
• Strong verbal and written communication skills with the ability to effectively explain processes and procedures.
• Excellent time management and organizational skills with the ability to work independently, prioritize tasks, work under tight deadlines.
• Flexibility and the ability to adapt to various situations.
• Ability to take direction and use independent judgment to complete assigned tasks.
• Excellent attention to detail.
• Analytical and reasoning ability.
• Ability to maintain confidentiality.
• Ability to represent the department and University in a professional manner with tact and diplomacy.
• Advanced skills in Microsoft Office Suite.
• Strong computer skills and ability to adapt and learn new software quickly.
• Knowledge of various CU Medicine, UCH and University policies, rules and regulations, as well as administrative structure is a plus.
• Monitor faculty schedule for gaps and/or conflicts and proactively resolve schedule conflicts with little direction from the Clinical Business Manager

Job Category: Administrative Support and Related
Primary Location: Aurora
Schedule: Full-time
Posting Date: Feb 4, 2022
Unposting Date: Ongoing