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Administrative Assistant III

Administrative Assistant III - 31890 Classified Staff

Description
University of Colorado, Anschutz Medical Campus

School of Dental Medicine, Department of Orthodontics

Job Title: Administrative Assistant III

Position #00217381 – Requisition #31890

Job Summary:

The University of Colorado, School of Dental Medicine (SDM) is looking to fill a full-time Administrative Assistant III position to support the Department of Orthodontics. This role is responsible for providing administrative and technical support (i.e., financial, scheduling, academics, onboarding, alumni relations, and continuing education) to the department chair, faculty, residents, and staff. This position will be responsible for independently organizing, implementing, and supervising department administrative operations.

We are seeking administrative professionals interested supporting faculty in an academic medical environment. We welcome applications from individuals who are collaborative, communicative, caring, detail oriented, organized, proactive, able to think critically, focused on quality, dedicated to personal growth, and highly collaborative. The position is located at the University of Colorado - Anschutz Medical Campus. Hours will be dependent on business need, but typically will be Monday – Friday between the hours of 8:00am and 5:00pm. This position patient-facing and is a 100% onsite position.

Key Responsibilities:

Administrative Coordination and Scheduling (50%)
  • Coordinate, communicate, and troubleshoot department events (i.e., orientation, onboarding, course enrollment, learning opportunities, presentations, graduation, catering, etc.) logistics, and execution.
  • Oversee and manage department-specific resident and faculty onboarding and orientation (i.e., scheduling, trainings, resources, documentation, compliance, in collaboration) activities, in collaboration, with SDM stakeholders (i.e., human resources, finance, academic affairs, student affairs).
  • Use SDM and university business applications and technologies (i.e., EMS, Microsoft Outlook Calendar, Zoom/TEAMS, Canvas) to coordinate and manage department administrative activities and events.
  • Track resident personal time used/banked (hours).

  • Department Finance Coordination and Support (30%)
  • Learn, manage, and communicate assigned department finance responsibilities with the department chair and other key stakeholders.
  • Oversee, track, and reconcile department spending (i.e., faculty development funds, credit card transactions, purchase requisitions/orders, dental materials/supplies) and accounting.
  • Coordinate, submit, and reconcile department faculty and staff travel and reimbursements.
  • Use university financial systems to run and prepare reports, reconcile financial statements, and complete tasks necessary to correct any discrepancies.

  • Academic Services Coordination and Support (20%)
  • Managing resident recruitment and onboarding processes (i.e., application submission, evaluation, and selection).
  • Coordinating, managing, and troubleshooting department resident academic services (i.e., onboarding, orientation, matriculation, course materials creation, course enrollment) programming, in collaboration, with the department chair and faculty.
  • Ensuring resident's compliance requirements are current and updated throughout each resident's program.
  • Coordinating resident graduation (i.e., ensure residents complete graduation requirements, graduation and ceremony logistics, certificate/degree creation).
  • Providing support in reviewing and maintaining current SDM, Orthodontics program website content and information

  • *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.

    Work Location:

    Onsite – this role is expected to work onsite and is located in Aurora, Colorado on the Anschutz Medical Campus with the School of Dental Medicine.

    Why Join Us:

    The University of Colorado School of Dental Medicine is nationally recognized for the quality of its educational programs, its interdisciplinary research and its excellent clinical care programs that contribute to the health and well-being of many of Colorado's most underserved citizens. We are invested in creating career pathways, learning and development opportunities, and developing people infrastructures to support the workforce.

    The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off – vacation, sick, and holidays and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness.

    Diversity and Equity:

    The University of Colorado 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.

    Qualifications:

    Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours worked per week as minimum experience is calculated on a 40 hour/week basis.

    Minimum Qualifications:
    • Three (3) years of general clerical or administrative experience. Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.

    *Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.

    Applicants must meet minimum qualifications at the time of hire.

    Preferred Qualifications:
  • Four (4) years of general clerical or administrative experience working in an academic/medical environment.
  • Experience processing and reconciling financial information and transactions.
  • Experience working with faculty, staff, and students in a medical or dental environment.

  • Knowledge, Skills, and Abilities:
  • Ability to analyze, interpret, and evaluate a broad range of rules, and regulations in order to exercise good judgment in applying them to sterilization and dispensary challenges.
  • Knowledge of the professional standards, concepts, and practices of business administration; Commitment to supporting and meeting work clinic operational needs (i.e., attendance, patient-focused)
  • Ability to communicate effectively, both in writing and orally, including public speaking.
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.
  • Thorough knowledge of current academic support methods and best practices.
  • Knowledge of professional standards, concepts and practices related to supervision.
  • Knowledge of applicable Federal and State laws and regulations.
  • Ability to maintain a high level of confidentiality while working with sensitive information.
  • Ability to take initiative with daily work activities and collaborates to create a positive effect on team performance.
  • The ideal candidate for this position will be a detail oriented, dedicated and professional individual.

  • How to Apply:

    Questions should be directed to: Sean McBride, sean.m.mcbride@cuanschutz.edu

    Application Materials Instructions:

    Immediately and continues until December 5, 2023.

    To apply, please submit the following materials to this posting:
  • A cover letter and resume that specifically addresses the job requirements and outlines your qualifications.

  • Special Instructions to Applicants:

    Classified Staff positions have specific application requirements:
  • Submit all required documents indicated in this posting and include a current email address and phone number.
  • Please address minimum qualifications, competencies and preferred qualifications in your cover letter, as these along with previous work experience will be used in the assessment process.
  • Click here to view Veteran and other General Information regarding Classified Staff positions: https://www.cu.edu/cu-careers/special-instructions-classified-staff-applicants

  • For those who meet minimum qualifications, the comparative analysis process will include one or all of the following:
  • Preferred Qualifications Application Review based on the preferred qualifications listed in the posting.
  • Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials. Note: Candidates are not physically present for this portion of the comparative analysis.
  • Interviews based on the job requirements, preferred qualifications and competencies listed in the posting.
  • Candidates will be evaluated, scored and ranked based on oral responses
  • Interviews may be over the phone, videoconference or in-person

  • You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.

    Anticipated Pay Range:

    The starting hiring range for this position has been established as $4,033 to $4,679 per month.

    The above 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.

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

    ADA Statement:

    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​.

    Background Check Statement:

    The University of Colorado 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.

    Vaccination Statement:

    CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.
    Special Instructions to Applicants: Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process. Click here to view Veteran and other General Information regarding Classified Staff positions. Application Materials Required: Cover Letter, Resume/CV, List of References Application Materials Instructions: Immediately and continues until December 5, 2023. To apply, please submit the following materials to this posting: A cover letter and resume that specifically addresses the job requirements and outlines your qualifications.

    Job Category: Administrative Support and Related

    Primary Location: Aurora Department: U0001 -- Anschutz Med Campus or Denver - 20424 - SDM-Orthodontics

    Schedule: Full-time

    Posting Date: Nov 21, 2023

    Unposting Date: Dec 6, 2023, 6:59:00 AM Posting Contact Name: Sean McBride Posting Contact Email: sean.m.mcbride@cuanschutz.edu Position Number: 00217381





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