Division Administrative & Events Coordinator

University of Colorado | CU Anschutz Medical Campus

School of Medicine - Department of Medicine, Division of Rheumatology

Official Title: Business Services Professional

Working Title: Division Administrative & Events Coordinator

Position #00796650 – Requisition #25950

* 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 Medicine, Division of Rheumatology has an opening for a full-time University Staff (unclassified) Division Administrative & Events Coordinator 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.

The Division of Rheumatology exists to care for patients with rheumatic diseases; to teach undergraduate students, interns, residents, fellows, and practicing physicians; and to conduct research concerning the prevention, treatment and cure for Rheumatic diseases. This full-time (1.0FTE) benefits-eligible, University Staff (unclassified) position exists to plan, organize and carry out day-to-day administrative support and office management for the Division of Rheumatology by organizing and completing work processes that facilitate smooth functioning of the division’s education, research and patient missions.  In addition to daily division administrative support, this position will act as the events coordinator for the division’s external facing educational conferences, and continuing medical education (CME) activities, and will maintain website and social media content for the Division of Rheumatology.

Division Support and Office Administration:

    Manage the daily operations of the office, including acting as the division’s procurement liaison, timely and accurate purchases and reallocations of faculty expense reports, travel support, inventory tracking and management.Retrieve and sort mail for division, including working with Finance Specialist to deposit checks.Assist faculty in travel planning, calendar management, schedule meetings, and other similar administrative support tasks.Organize travel, meeting schedules and honorarium for visiting speakers for the division (typically 5-7 visitors per academic year).Organize and plan occasional faculty and staff events such as divisional retreats or employee appreciation events. Take and distribute meeting minutes for monthly faculty meetings or ad hoc divisional committee meetings as assigned.Solicit updates and maintain content on divisional website and social media sites (Facebook, Twitter, LinkedIn).Proofreading: provide grammar and spelling edits in memos, client reports, QA audit reports and similar documents.Photocopying, scanning, and archival of laboratory documents.Distribute communication.Additional duties as assigned.
Events Coordination:

    Act as primary contact for the division’s external facing CME educational events, including: managing CME submissions, assuring accurate collection of documentation for ACCME compliance, organize travel and honorarium for event speakers and/or scientific advisory committee.Build and/or maintain event website and update content.Create and distribute event flyers, manage and create social media content for events.Apply for and manage funding applications for external medical education support for CME events.Manage and reconcile event income and expenses.Build and manage event budgets to track net profit or loss for each event.  Negotiate terms of the event contract and assure execution of contracts or letters of agreement (LOA) for any awarded medial education support funds with the University contracts office.Act as events liaison to CME personnel, and external event contacts such as venue and audio visual or catering vendors.Responsible for tracking, completion and submission of contract or LOA required deliverables.Responsible for tracking, receipt and assuring deposit of event support and registration income including management and reconciliation of CU Storefront transactions.
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.

Minimum Qualifications:

    Bachelor’s degree.Substitution: In lieu of bachelor’s degree, year for year administrative support and/or event coordination experience can be substituted.
One year of full-time administrative support and/or events coordination experience.Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

    Previous experience working for an academic medical center, particularly in faculty program support. One-year prior CME event management experience.Experience with website and social media communications for a professional organization.
Knowledge, Skills, and Abilities

    Outstanding customer service skills.Excellent written and oral communication skills.Able to work independently on complex projects and with a variety of constituencies.Outstanding organizational skills.Detail-oriented.Proficiency with Microsoft Office Suite and ability to learn new software projects.Ability to multi-task and manage multiple priorities.
Salary and Benefits:

The salary range (or hiring range) for this position has been established at $54,120 to $68,841.

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 [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, persons within the LGBTQ+ community, 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: Aurora
Schedule: Full-time
Posting Date: May 12, 2022
Unposting Date: Ongoing

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