Administrative Assistant III

University of Colorado Aurora, CO
* Applicationsare accepted electronically ONLY at www.cu.edu/cu-careers.*

University of Colorado Denver lAnschutz Medical Campus

School of Medicine | Department of Otolaryngology

Administrative Assistant III

Position #741174 – Requisition 13901

The Department of Otolaryngology hasan opening for a full-time, University Staff (unclassified) AdministrativeAssistant III position.

The University of Colorado AnschutzMedical Campus ranks among the top institutions nationally in clinical care,education and research. Its 230-acre campus, designed to enhance collaborationand interprofessional education, hosts the College of Nursing; the Schools ofDental Medicine, Medicine, Pharmacy, and Public Health; the Graduate School; aHealth Sciences Library; and two hospitals. Strategically located contiguous tothe campus are a biosciences research park and the soon-to-be-completedVeterans Hospital. CU Anschutz offers two undergraduate degrees, 35 graduatedegrees, and five first-professional programs. More than 4,000 students learnalongside faculty members who also make meaningful medical discoveries andprovide expert clinical care through 1.5 million patient-visits annually. A hubfor research and innovation, CU Anschutz receives over $400 million in researchawards each year and has filed 1,300 patent applications and formed 53 newcompanies since 2002. Read CU Anschutz Quick Facts here.

Job Summary:

TheDepartment of Otolaryngology has an opening for a full-time University Staff(Unclassified) Administrative Assistant III position. The position will provideadministrative assistance for the adult clinical and research faculty withinthe Department of Otolaryngology. Responsibilities of this position will alsoinclude assisting with credentialing processes, on-boarding, internationalhires and managing complex travel arrangements and schedules. This position willalso have some involvement with event planning. The individual in this positionwill work both independently and in collaboration with faculty and programleadership. Specific priorities and duties of this position may change as theoperational structure and administrative needs evolve.

Knowledge and experience in business administration with anemphasis on relationship development, process implementation, and processimprovement is highly desirable. The individual in this position will work in aself-directed manner exercising excellent prioritization, communication, andcustomer service skills. Position must possess ability to successfully managecompeting and changing priorities. An individual with solidbusiness/academic/research administrative skills, a commitment to excellence,and the ability to work effectively in a fast-paced, technical, and evolvingenvironment will thrive in our department.

Examples of Work Performed:

ProfessionalAdministrative Support:

* Manage complex faculty schedules/calendars asneeded to include clinical activities and administrative responsibilities.

* Create expense reports to reconcile charges onprocurement cards and submit reimbursement requests through Concur and CUMedicine.

* Coordinate travel logistics and expendituresfor faculty and visitors; establish reasonable travel budgets and plans inaccordance with University policies and procedures.

* Assist faculty with travel by booking airfare,hotel and rental cars when necessary, obtaining department approval for travel,University Approval for international travel, creating itineraries, andcompleting expense reports per CU policies and procedures.

* Assist in the planning and coordination ofmarketing and or/educational events for the faculty and the department.

* Maintain faculty CV's, various web-basedprofiles, and promotional portfolios.

* Assist faculty with clinical and researchpresentations to include assistance with PowerPoint creation, arranging speakeritineraries, etc.

* Coordinate meetings: Create agendas; handlerelated correspondence and communications (both at the individual and campuswide levels); and compose minutes.

* Process med-legal billings, and patientbilling with CU Medicine.

* Adhere to current financial policies andprocedures; independently seek training and guidance on new policies andprocedures.

* Exercise a high-level of discretion withregard to confidential department matters, examples include, but are notlimited to Personnel issues, knowledge of research and clinical research data,as well as clinical issues.

* Coordinate, monitor, maintain and processlicensing, privileging, initial and re-credentialing of faculty.

* Assist with international hires which includesprocessing Visa's.

* Support faculty with the promotion process(Dossier) as outlined by the School of Medicine.

* Independently acquire on the job knowledge torespond to the growing administrative, research and clinical needs of the department.

* Within delegated financial authority, assistfaculty and staff with procurement and travel, reconcile accounts; run budgetreports; analyze discrepancies; and independently develop solutions to problemsas appropriate.

* Independently seek input, information, andguidance as needed from others across the University system as well as ourpartner organizations (CU Medicine, VA, UCHealth, CHCO, Denver Health, Etc.).

* Advise faculty (clinical and research) onUniversity policies and procedures.

* Anticipate office and lab office supply needs,order supplies as needed from appropriate funds source with limitedsupervision.

* Provide back up support for other officepersonnel and participate in shared duties of support staff.

* Perform additional duties, assigned orunassigned, as required by the nature and scope of the position and inaccordance with University of Colorado policies.

This description is a summary only and is describing the generallevel of work being performed; it is not intended to be all-inclusive. Wereserve the right to add or delete duties and responsibilities at thediscretion of the supervisor and/or hiring authority.

Salaryand Benefits:

The hiring salary for this position is negotiable and commensurate withskills and experience. This position is eligible for overtimecompensation.

The University of Colorado offers a full benefits package. Information onUniversity benefits programs, including eligibility, is located at https://www.cu.edu/employee-services.

The Universityof Colorado Denver | Anschutz Medical Campus isdedicated to ensuring a safe and secure environment for our faculty, staff,students and visitors. To assist in achieving that goal, we conduct backgroundinvestigations for all prospective employees.

The Universityof Colorado Denver | Anschutz Medical Campus iscommitted to recruiting and supporting a diverse student body, faculty andadministrative staff. The university strives to promote a culture ofinclusiveness, respect, communication and understanding. We encourageapplications from women, ethnic minorities, persons with disabilities and allveterans. The University of Colorado is committed to diversity and equality ineducation and employment.

MinimumQualifications:

* Threeyears of administrative assistant experience.

Substitution: College oruniversity course work appropriate to the work assignment, may substitute on ayear for year basis for the experience.

PreferredQualifications:

* Experienceproviding support to faculty, staff, and students within a higher educationand/or medical environment.

* Experiencewith University of Colorado systems including Concur and CU Marketplace.

* Websiteor social media experience.

* Eventplanning experience.

* Experiencecreating expense reports to reconcile charges on procurement cards andsubmitting reimbursement requests.

Competencies/Knowledge,Skills, and Abilities:

* Abilityto communicate effectively, both in writing and orally.

* Abilityto establish and maintain effective working relationships with employees at alllevels throughout the institution.

* Highlevel of proficiency in Microsoft Office, including Outlook, Word, Excel, andPowerPoint is required.

* Mustbe organized and able to work independently to manage and meet deadlines.

* Mustbe able to multi-task and work with frequent interruptions.

* Musthave excellent communication and interpersonal skills.

* Must be able to think critically and resourcefully tohandle tasks accurately and completely

Diversity and Equity:

The University will provide reasonable accommodations to applicants withdisabilities throughout the employment application process. To request an accommodation pursuant to theAmericans with Disabilities Act, please contact the Office of Equity by emailat equity_ada@ucdenver.edu or by phone at (303) 315-2567.

The University of Colorado Denver | Anschutz Medical Campus is committedto recruiting and supporting a diverse student body, faculty and administrativestaff. The university strives to promote a culture of inclusiveness, respect,communication and understanding. We encourage applications from women, ethnicminorities, persons with disabilities and all veterans. The University ofColorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | Anschutz Medical Campus is dedicatedto ensuring a safe and secure environment for our faculty, staff, students andvisitors. To assist in achieving that goal, we conduct backgroundinvestigations for all prospective employees.

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