Administrative Assistant III

Description
University of Colorado | CU Anschutz Medical Campus

School of Medicine - Department of Anesthesiology

Job Title: Administrative Assistant III

Position #00796641 – Requisition #25927

* 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 Anesthesiology 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 Anesthesiology. Responsibilities for this position include: assisting the Vice Chair for Research, research faculty and research labs; provide support to the Research Administrative Team on variety of tasks; managing and coordinating the calendar of the Vice Chair for Research; lab ordering; overseeing travel arrangements and travel reimbursements; assembling and collating documents; and other administrative office needs. This position will also have some involvement with event planning. 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 laboratory environment and is interested in learning the administrative side of research.

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/research 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 Academic Administrative Director and have an indirect report to the HR Manager. 

Supervision Exercised:

This position has no direct supervisory responsibility 

Examples of Work Performed:

Manage and coordinate schedule for Vice Chair for Research.Schedule and coordinate meetings for Vice Chair for Research, research faculty and Academic Administrative Director.Process daily and/or weekly lab orders and office supply orders.Assist in the planning and coordination of educational events for the faculty and the department. This will include coordinating weekly Research Seminars and the annual Research Conference. The functions will include, preparing flyers, booking conference rooms, booking travel for visiting speakers, creating itineraries for the visitors, and being the on-site contact for them for the duration of their visit.Provide support to the Vice Chair for Research, Research Program Director, research faculty, lab personnel and Research Administrative Team to include scanning documents, developing correspondence, travel coordination, and additional administrative duties as they come up. Submit Travel Reimbursement and Credit Card Reconciliations for Vice Chair for Research, research faculty and lab personnel.Assist with Webspace and Capital Equipment Inventory.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 with regard to confidential department matters, examples include, but are not limited to Personnel issues, knowledge of research and clinical research data.Support faculty with the promotion process (Dossier) as outlined by the School of Medicine. 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. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

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: College, university or non-correspondence course work may substitute on a year-by-year basis for the general experience, but not for specific experience.

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:

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.

 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 Vice Chair for Research.

Salary and Benefits:

The salary range (or hiring range) for this position has been established at $44,933.04 to $49,669.92.

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 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: Administrative Support and Related
Primary Location: Aurora
Schedule: Full-time
Posting Date: May 10, 2022
Unposting Date: Ongoing