Admin Assistant III

Job Summary:

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. In addition, this position will provide cross coverage for other administrative staff positions as needed.

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. The selected candidate must possess the 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.

Key Responsibilities:

• Provide administrative support including scheduling and coordinating meetings for Vice Chair for Research, research faculty, Research Program Manager, 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 Celebration Day. 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.
• Submit Travel Reimbursement and Credit Card Reconciliations for Vice Chair for Research, research faculty and lab personnel.
• Assist with Webspace and Capital Equipment Inventory.
• 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.

Work Location:

This role is expected to work onsite and is located in Aurora, CO. At the conclusion of the training period, the individual who fills this position may be eligible for remote work 1 - 2 days a week pending the approval of their supervisor.

Why Join Us:

The University of Colorado School of Medicine and the Department of Anesthesiology is a world-class medical destination at the forefront of transformative education, science, medicine, and healthcare. The Department of Anesthesiology has several clinical specialties and is a nationally recognized leader in anesthesiology and peri-operative medical education. We are dedicated to developing leaders in anesthesiology and perioperative medicine who demonstrate clinical excellence, professionalism, and a commitment to life-long learning. Our faculty have a resolve to create an exciting academic environment that will build upon what is already recognized as one of the finest residency programs in the country, and by advancing education within our specialty, we continue to improve the lives of learners and patients in a complex and evolving world of medicine.

But we cannot do it all without our staff! Join a growing and diverse administrative team that strives to support and improve our education, research, and clinical missions. Joining and leading the Research Administrative team specifically means joining a tight-knit and collaborative team that works closely with faculty leaders and learners in a highly rewarding environment. Outside of the team itself, Department of Anesthesiology staff members have the opportunity to collaborate on projects across diverse teams and committees and take part in various activities throughout the year. All Department of Anesthesiology staff have access to the University of Colorado's second-to-none benefits package, retirement plans, significant vacation and sick leave, 11+ paid holidays/year, tuition assistance, and wellbeing resources.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

• High School Diploma or GED Certificate from an accredited institution.
• 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 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
  
  
  
  

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Bachelor's degree from an accredited college or university in a business or health related field.
• Four (4) or more years of general clerical and/or administrative experience .
• 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.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Abigail Jacoba at ABIGAIL.JACOBA@CUANSCHUTZ.EDU

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by five (5) days after the position has been posted. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $50,844 - $58,982.

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 may be eligible for overtime compensation, depending on the level.

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

Equal Employment Opportunity Statement:

The University of Colorado (CU) is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing non-discrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply.

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@cuanschutz.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.