Administrative Assistant III

Job Summary:

The G.I. Trauma and Endocrine Surgery (GITES) Division is looking for an Administrative Assistant III. This position will be responsible for administrative and scheduling tasks for the faculty in the Division of GITES.

Positions at this level have the authority to design and implement without prior approval the general office and administrative operations to accomplish the units work. Work includes but is not limited to creating and revising office procedures and writing office procedure manuals designing forms; establishing general office record systems and resource libraries including content of files and publications coding and maintenance schemes circulation and retrieval production access and disposal; compiling and formatting the content for program materials such as annual reports and newsletters; accounting for the units allotted funds by authorizing (signing) operating expenditures for such things as office supplies calculating estimated office operating expenses for the annual budget request; and designing the physical layout of the units work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

Key Responsibilities:

Admin Support: 70%

• Provide day-to-day program support to the Division Chief of GI Trauma & Endocrine Surgery support the faculty of GITES (Bariatrics Colorectal MIS Endocrine).

• Create quarterly monthly bi-weekly and weekly meetings for the appropriate staff across GITES (Bariatrics Colorectal MIS Endocrine).

• Clinical on-call scheduling for attendings and residents using software (QGenda).

• Assist the Division Administrative Director Business HR Partner and other administrative staff with project support data gathering entry electronic records and administrative support.

• Point of contact to answer general questions schedule management and facilitate/escalate urgent support requests of faculty to the appropriate support team and or manager.

Office Operational Duties: 30%

• Act as a first point-of-contact for the Division Chief of GI Trauma & Endocrine Surgery support the faculty of GITES (Bariatrics Colorectal MIS Endocrine).

• Create and/or revise office procedures and filing systems as needed.

• Process and generate maintenance requests.

• Monitor surgery administration Outlook inbox and divisional mail distribution.

• Manage and process all EMS requests for the division.

• Responsible for procurement of goods and services for the division and reconcile expenses.

• Order catering for various meetings.

• Support divisional administrative operations including events contracts vendor agreements invoicing supply ordering and administrative operations.

Work Location:

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

Hybrid this role is potentially eligible for a hybrid schedule 3 days per week on campus 2 days a week remote. This position will be required to be in-person for the first several months and as needed for in-person meetings. Approval for hybrid eligibility will be dependent on decision of the supervisor and department of surgery and may be affected by return-to-campus policy updates.

Why Join Us:

Why work for the University

We haveAMAZINGbenefits and offerexceptional 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:

• Three years of experience in an occupational field related to the work assigned to the position.

• Substitution: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience with scheduling meetings using Microsoft Outlook for multiple managers.

• Ability to work with and establish positive relationships with physicians and providers.

• Utilize and comprehend medical terminology to assess task or request priority.

• Experience handling day-to-day financial transactions of an organization. including invoicing reporting preparing budgets receiving and handling.

• Experience with Teams Zoom EMS Web and Concur and related software.

• Knowledge Skills and Abilities:

• Intermediate to advanced computer proficiency with Microsoft Office.

• 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.

• Effectively coordinate changing priorities work on multiple tasks simultaneously and meet tight deadlines.

• Able to work with reliable and professional judgment both independently and collaboratively.

• Knowledge of general office procedures protocol and professionalism.

• Able to prioritize requests based on the needs of the department and managers preferences.

• Experience applying critical thinking to tasks and calendar prioritization.

• Excellent attention to detail organizational and time management skills.

• Knowledge of and abides by all HIPAA regulations & policies.

How to Apply:

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

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

Curriculum vitae / Resume

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

Questions should be directed to: Natalie Deschaine

Screening of Applications Begins:

Screening will begin immediately and continue for 7 days following the initial posting.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $50856 $58982.

The above salary range (or hiring range) represents the Universitys 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

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal state and local laws governing nondiscrimination 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 including protected veterans and individuals with disabilities.

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 .

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 othervaccine 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 addition if you work in certain research areas or perform certain safety sensitive job duties you must enroll in theoccupational health medical surveillance program.