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University of Colorado Anschutz Medical Campus

Operations Administrative Assistant
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Position Number: 5140496
Location: Aurora, CO
Position Type: Secretary and Administrative Assistants

Operations Administrative Assistant - 33093 University Staff

Description
University of Colorado Anschutz Medical Campus

Department of Surgery

Job Title: Operations Administrative Assistant (Admin Assistant I – III)

Position #00806262 – Requisition #33093

Job Summary:

The Department of Surgery (DOS) is seeking an Operations Administrative Assistant to work within the Office of the Chair. This position coordinates projects, organizes activities, and provides administrative support for the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and the Executive Committee Vice Chairs. This role also serves as the primary back-up to the Executive Assistant for the Department Chair.

Office Operational Duties:

Acts as first point-of-contact for the Department of Surgery and the Office of the Chair, receiving and directing incoming calls and walk-in customers as necessary.
Provides administrative support for the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and Executive Committee Vice Chairs.
Coordinates DOS events and meetings; including room and IT/AV reservations; facilitating catering; composing, compiling, and distributing agendas, minutes and communications.
Oversees business-related travel, including making conference, transportation, and hotel reservations, acting as a delegate to reconcile travel expenses and reimbursements in a timely manner.
Inventory requirements / cataloging and organizing of basic databases, as assigned by the Director of Operations.
Creates and/or revises office procedures and filing systems as needed.
Supports DOS Administration operations; including maintaining supplies for the office, copy room, and kitchen, events, contracts, vendor agreements, and invoicing.
Maintains printers and other office equipment, including placing work orders.
Generates and monitors maintenance requests.
Manages floor plan updates.
Manages the DOS Administration Outlook inbox, and mail distribution.
Manages EMS room requests for the Office of the Chair conference rooms.
Maintains the DOS phone list and organizational charts.
Coordinates DOS photoshoots.
Procures goods and services for the DOS and reconciles expenses while adhering to all fiscal policies and procedures.

Program Coordination:

Makes recommendations for required resources (e.g., office supplies, IT/AV equipment).
Assists the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and Executive Committee Vice Chairs with project support, including data gathering and entry.
Recommends changes and initiates activity to improve and streamline internal processes and procedures to provide time savings, cost savings, and facilitate effective operations.
Acts as an effective representative of the Department/University.
Serves as the primary back-up to the Executive Assistant for the Department Chair.

Acts as first point-of-contact for the Department of Surgery and the Office of the Chair, receiving and directing incoming calls and walk-in customers as necessary.
Provides administrative support for the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and Executive Committee Vice Chairs.
Coordinates DOS events and meetings; including room and IT/AV reservations; facilitating catering; composing, compiling, and distributing agendas, minutes and communications.
Oversees business-related travel, including making conference, transportation, and hotel reservations, acting as a delegate to reconcile travel expenses and reimbursements in a timely manner.
Inventory requirements / cataloging and organizing of basic databases, as assigned by the Director of Operations.
Creates and/or revises office procedures and filing systems as needed.
Supports DOS Administration operations; including maintaining supplies for the office, copy room, and kitchen, events, contracts, vendor agreements, and invoicing.
Maintains printers and other office equipment, including placing work orders.
Generates and monitors maintenance requests.
Manages floor plan updates.
Manages the DOS Administration Outlook inbox, and mail distribution.
Manages EMS room requests for the Office of the Chair conference rooms.
Maintains the DOS phone list and organizational charts.
Coordinates DOS photoshoots.
Procures goods and services for the DOS and reconciles expenses while adhering to all fiscal policies and procedures.

Program Coordination:

Makes recommendations for required resources (e.g., office supplies, IT/AV equipment).
Assists the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and Executive Committee Vice Chairs with project support, including data gathering and entry.
Recommends changes and initiates activity to improve and streamline internal processes and procedures to provide time savings, cost savings, and facilitate effective operations.
Acts as an effective representative of the Department/University.
Serves as the primary back-up to the Executive Assistant for the Department Chair.

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, CO.

Why Join Us:

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, please visit: www.cuanschutz.edu

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:

Diversity and Equity: The Department of Surgery is committed to ensuring diversity, equity, inclusion, and access among our faculty, staff, and learners. We strive to maintain an environment that is free of discrimination and harassment, reflects the diversity of the communities we serve, and brings to life the Department's vision to "Improve Every Life". This commitment ensures unbiased care and eliminates discrimination in all forms and at all levels. We embrace the collective and individual talents, skills, and perspectives of our faculty, staff, and learners to foster a culture of excellence and innovation. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans.

To learn more, please visit: DOS DEIA Webpage & DOS DEIA Commitment Video

Qualifications:

Minimum Qualifications:

Applicants must meet minimum qualifications at the time of hire.

Administrative Assistant I:

One year of administrative assistant or general office/clerical work experience.
- Substitution: A combination of education and related technical/paraprofessional experience may be substituted for years of experience.

Administrative Assistant II:

Two years of administrative assistant or general office/clerical work experience.
- Substitution: A combination of education and related technical/paraprofessional experience may be substituted for years of experience.

Administrative Assistant III:

Three years of administrative assistant or general office/clerical work experience.
- Substitution: A combination of education and related technical/paraprofessional experience may be substituted for years of experience.

Preferred Qualifications:

Experience scheduling meetings for multiple managers using Microsoft Outlook.
Experience handling day-to-day financial transactions of an organization including invoicing, reporting, preparing budgets, receiving, and handling.
Administrative support experience in an academic and/or healthcare environment.
Experience with CU Systems (e.g., Marketplace, Concur, etc.), CU Medicine, UCH and/or University of Colorado policies, rules and regulations, and administrative structure

Knowledge, Skills, and Abilities:

Microsoft Outlook, Word, Excel, and PowerPoint proficiency.
Proven experience applying critical thinking to tasks and calendar prioritization.
Outstanding organizational and time management skills.
Ability to manage conflicting and changing priorities.
Ability to communicate effectively, both in writing and orally.
Highly organized, proactive, self-starter, able to work independently, prioritize tasks, and meet deadlines.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Attention to detail.
Demonstrated commitment and ability to advance diversity and inclusion.
Interpersonal skills with ability to provide excellent customer service, while ensuring fiscal compliance, and rules adherence.
Flexible and able to maintain positive working relationships.

How to Apply:

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

1. Curriculum vitae / Resume

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

Questions should be directed to Joanne Penny at Joanne.Penny@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by April 5, 2024. 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

Admin Assistant I: $37,440 - $43,296

Admin Assistant II: $39,060 - $45,314

Admin Assistant III: $49,848 - $57,825

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

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.
Application Materials Required: Cover Letter, Resume/CV, List of References

Job Category: Administrative Support and Related

Primary Location: Aurora Department: U0001 -- Anschutz Med Campus or Denver - 20306 - SOM-SRG-CH GENERAL OPERATIONS

Schedule: Full-time

Posting Date: Mar 28, 2024

Unposting Date: Ongoing Posting Contact Name: Joanne Penny Posting Contact Email: Joanne.Penny@cuanschutz.edu Position Number: 00806262