Department Administrator (Program Assistant I)

Job Summary:

The School of Dental Medicine (SDM) has an opening for a full-time Department Administrator (Program Assistant I) to support the Department of Restorative Dentistry. This role provides comprehensive administrative and technical support including financial coordination scheduling academic support onboarding alumni relations and continuing education to the department chair faculty students and staff. The Department Administrator serves as a key resource for faculty and learners by ensuring smooth day-to-day administrative operations in support of the departments academic mission.

The position focuses on independently organizing implementing and coordinating departmental administrative functions while supporting faculty in an academic medical environment. Using institutional systems and reporting tools the Department Administrator manages workflows supports program operations and collaborates closely with faculty and staff to promote efficiency quality and effective communication. This is a faculty- and resident-facing 100% onsite position located on the University of Colorado Anschutz Medical Campus. Hours are based on business need typically Monday through Friday between 8:00 a.m. and 5:00 p.m.

Key Responsibilities:

Administrative Coordination & Scheduling (50%)

• Coordinate communicate and troubleshoot department events (i.e. orientation onboarding course enrollment learning opportunities presentations catering etc.) logistics and execution.

• Use SDM and university business applications and technologies (i.e. Microsoft Outlook Calendar Zoom/TEAMS Canvas Axium clinic scheduling system HCM) to coordinate and manage department administrative activities and events (i.e. ordering department materials/supplies clinic scheduling department leave and timesheets)

• Oversee and manage department specific faculty onboarding and orientation (i.e. scheduling trainings communication documentation) activities in collaboration with SDM stakeholders (i.e. human resources finance academic affairs student affairs).

• Ensures faculty compliance requirements are current and updated.

Department Finance & Coordination (30%)

• Learn manage interpret and communicate department school and university policies and processes with the department chair and other key stakeholders.

• Oversee approve track and reconcile department spending (i.e. faculty development funds travel and credit card transactions purchase requisitions/orders dental materials/supplies) and accounting.

Academic Services Coordination and Support (20%)

• Learn and use multiple SDM business applications and technologies (i.e. WebAdmit system SharePoint department space reservations Microsoft Office Suite campus student information systems) to execute assigned administrative responsibilities (i.e. resource file management submit program changes university offices and external agencies).

• Independently act on incoming inquiries and requests from faculty staff students vendors and the public by collecting and exchanging information referring and investigating solutions advising and guiding to resolve complaints and problems and serve as an information source to other departments.

*This description is a summary only and is describing the general level of work being performed it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Work Location:

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

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 Plans: State pension (PERA Defined Benefit) or 401(a) - Employer contributes between 10% and 21.5% of your gross pay

• Paid Time Off: Accruals over the year

• Vacation Days: Between 12/year and 24/year (maximum accrual between 192 hours and 384 hours) specific amount depends on length of total State of Colorado service

• Sick Days: 10/year (360 hour maximum accrual)

• Holiday Days: 15/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:

Please make sure to include the following in your resume: job title duties months and years employed and average hours worked per week as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:

• Four (4) years of general clerical or administrative experience.

• Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.

Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Five (5) years of general clerical or administrative experience working in an academic/medical environment.

• Experience processing and reconciling financial information and transactions.

• Experience working with faculty staff and students in a medical or dental environment.

Knowledge Skills and Abilities:

• Ability to analyze interpret and evaluate a broad range of rules and regulations in order to exercise good judgment in applying them to administrative and academic program coordination.

• Knowledge of the professional standards concepts and practices of business administration; Commitment to supporting and meeting work clinic operational needs (i.e. attendance patient-focused).

• Ability to communicate effectively both in writing and orally including public speaking.

• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

• Demonstrated commitment and leadership ability to advance diversity and inclusion.

• Thorough knowledge of current academic support methods and best practices.

• Knowledge of professional standards concepts and practices related to supervision.

• Knowledge of applicable Federal and State laws and regulations.

• Ability to maintain a high level of confidentiality while working with sensitive information.

• Ability to take initiative with daily work activities and collaborates to create a positive effect on team performance.

• The ideal candidate for this position will be a detail oriented dedicated and professional individual.

How to Apply:

Questions should be directed to: Traci Wells

Application Materials Instructions:

APPLICATION DEADLINE: This announcement is open until 10 days from posting

To apply please submit the following materials to this posting:

A cover letter and resume that specifically addresses the job requirements and outlines your qualifications.

Special Instructions to Applicants

Classified Staff positions have specific application requirements:

Submit all required documents indicated in this posting and include a current email address and phone number.

Please address minimum qualifications competencies and preferred qualifications in your cover letter as these along with previous work experience will be used in the assessment process.

Click here to view Veteran and other General Information regarding Classified Staff positions: those who meet minimum qualifications the comparative analysis process will include one or all of the following:

• Preferred Qualifications Application Review based on the preferred qualifications listed in the posting.

  • Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials. Note: Candidates are not physically present for this portion of the comparative analysis.

• Interviews based on the job requirements preferred qualifications and competencies listed in the posting.

  • Candidates will be evaluated scored and ranked based on oral responses

  • Interviews may be over the phone videoconference or in-person

You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $4450 - $5517.58 per month ($53400- $66211per year).

This position is eligible for overtime compensation.

The above hiring range represents the Universitys good faith and reasonable estimate of the range of possible compensation at the time of posting.

If you have prior state-classified service in the same class series as this position your pay may be set at a higher amount per the state Step Pay Program implemented on July 1 2024. For more information about the Step Pay Program please visit the 2024 Step Pay Program for State of Colorado Employees DHR.

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: 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.