Job Details

University of Colorado Anschutz Medical Campus

Administrative Coordinator (Open Rank Entry-Senior Professional)
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Position Number: 5652519
Location: Aurora, CO
Position Type: Business - Finance

Administrative Coordinator (Open Rank – Entry-Senior Professional) - 34923 University Staff

Description
University of Colorado Anschutz Medical Campus

Department: Surgery

Job Title: Administrative Coordinator (Open Rank – Entry-Senior Professional)

Position #: 00779618 – Requisition #:34923

Job Summary:

The Department of Surgery (DOS) is seeking a full-time Administrative Coordinator. This position will provide administrative and operational support to the DOS Vice Chair of Administration and Director of Operations. Additionally, this role will serve as a back-up for administrative and operational duties that support the Office of the Chair. The Administrative Coordinator will be responsible for coordinating daily operations, ensuring the smooth functioning of the department by managing schedules, organizing meetings, and maintaining records. They will also assist with event planning, organizing and coordinating departmental events such as seminars and workshops. Budget management is another key duty, involving the monitoring and management of various budgets to ensure compliance with university policies and procedures. The Administrative Coordinator will compile and analyze data to prepare reports for the Vice Chair of Administration and Director of Operations.

Key Responsibilities:

Business Operations (50%):

Provide administrative and operational support to the Vice Chair of Administration, Director of Operations, and other DOS Directors and Executive Committee Vice Chairs as needed.
Provide administrative support to the Advanced Practice Provider Nocturnal Surgical Subspecialty Service.
Serve as back-up support for the Department Chair and Vice Chair of Administration.
Serve as back-up support for DOS Administration operations and as first point-of-contact for the Department of Surgery and the Office of the Chair.
Coordinate DOS events and meetings; including room and IT/AV reservations; facilitating catering; composing, compiling, and distributing agendas, minutes and communications.
Oversee business-related travel, including making conference, transportation, and hotel reservations, acting as a delegate to reconcile travel expenses and reimbursements in a timely manner.
Recommend changes and initiate activity to streamline and improve internal processes and procedures to provide time savings, cost savings, and facilitate effective operations.
Act as an effective representative of the Department/University.

Special Projects (40%):

Collaborate with the Office of the Chair Operations Team on special projects or initiatives, including developing project scopes, plans, deliverables, budgets, and milestones.
Provide project support, including calendaring, maintaining expenditures, data management, and reporting.
Monitor project schedules regularly to determine any delays or deviations.
Assess potential issues and challenges and develop resolutions accordingly.
Attend project meetings and address outstanding tasks.
Develop project reports for management and stakeholders.
Oversee project correspondences and prepare and review project related emails, notifications, meeting minutes, and other documents.
Ensure stakeholder views are managed towards the best solution.
QGenda scheduling project assistance

Communications (10%):

Support programmatic communication and marketing efforts at the Department level.
Facilitate procurement, meetings, and other operational tasks related to the Communications Team and its leadership.

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, CO. Once fully trained, this position may be eligible for a hybrid schedule.

Why Join Us:

Join the University of Colorado's Department of Surgery, a hub of surgical excellence and groundbreaking research. Our team of distinguished surgeons and researchers is renowned for their contributions both nationally and internationally, pushing the boundaries of medicine through innovation, cutting-edge devices, and advanced procedures. With top-tier NIH funding and a relentless pursuit of new treatments and technologies, we are dedicated to enhancing patient outcomes. Be part of a dynamic environment where your work makes a meaningful impact on lives every day.

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, holidays, and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness

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.

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, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community and all veterans. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

Business Services Entry Professional

A bachelor's degree in business, business administration, social sciences, healthcare administration, or a directly related field from an accredited institution.
One year of professional-level experience in an administrative, operational, or business support role in an academic, healthcare, and/or business-related environment.

Business Services Intermediate Professional

A bachelor's degree in business, business administration, social sciences, healthcare administration, or a directly related field from an accredited institution.
Two years of professional-level experience in an administrative, operational, or business support role in an academic, healthcare, and/or business-related environment.

Business Services Senior Professional

A bachelor's degree in business, business administration, social sciences, healthcare administration, or a directly related field from an accredited institution.
Three years of professional-level experience in an administrative, operational, or business support role in an academic, healthcare, and/or business-related environment.

A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

Experience scheduling meetings using Microsoft Outlook.
Experience using project management software (e.g., Smartsheet).
Experience managing financial transactions of an organization including preparing budgets, invoicing, reconciling, and reporting.
Experience in an academic healthcare system.
Experience with CU Systems (e.g., Marketplace, Concur, etc.).

Competencies (Knowledge, Skills, and Abilities):

Knowledge of CU Medicine, UCH and/or University of Colorado policies, rules and regulations, and administrative structure.
Intermediate to advanced Microsoft Office proficiency.
Exceptional attention to detail and time management skills.
Proven experience applying critical thinking to tasks and calendar prioritization.
Ability to manage conflicting and changing priorities.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Demonstrated commitment and ability to advance diversity and inclusion.
Outstanding customer service skills.
Highly organized, proactive, self-starter, able to work independently, prioritize tasks, and meet deadlines.

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: Jacqueline Pelle, at jacqueline.pelle@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by October 9, 2024.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as:

Entry: $51,437-$65,428

Intermediate: $55,975-$71,201

Senior: $60,514-$76,974

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: Business Services

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

Schedule: Full-time

Posting Date: Sep 17, 2024

Unposting Date: Ongoing Posting Contact Name: Jacqueline Pelle Posting Contact Email: jacqueline.pelle@cuanschutz.edu Position Number: 00779618