What are the responsibilities and job description for the Administrative Assistant III position at University of Colorado?
Administrative Assistant III - 29321 University Staff
Description
University of Colorado Anschutz Medical Campus
Department: Department of Ophthalmology
Job Title: Administrative Assistant III
Position: #00807795 - Requisition: #29321
Job Summary:
The University of Colorado Denver | Anschutz Medical Campus is seeking applications for an Administrative Assistant III. This full-time, University Staff (non-classified) position is responsible for high-level administrative support in the Department of Ophthalmology. Responsibilities for this position include providing high level administrative support for clinical faculty and clinical programs on a variety of tasks including, but not limited to, managing, and coordinating faculty calendars, scheduling meetings, office supply ordering, assisting with travel arrangements and travel reimbursements, assembling and collating documents, and other administrative office needs. The individual in this position will work both independently and in collaboration with faculty and program leadership. Specific priorities and duties of this position may change as the operational structure and administrative needs evolve. In addition, this position will provide cross coverage for other administrative staff positions as needed.
Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. Position must possess ability to successfully manage competing and changing priorities. An individual with solid business/academic/clinical administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive in our department.
This position has the ability to work a hybrid remote schedule with up to 3 days a week remote. Additional on-site days may be required when on-site meetings necessitate an additional on-site presence.
Professional Field
Office Administration
Supervision Received
Administrative Assistant will report to the Director of Finance and Administration.
Supervision Exercised
This position has no direct supervisory responsibility.
Key Responsibilities
Administrative Assistant 75%:
- Maintain faculty calendars and schedules, to include clinical activities and administrative responsibilities.
- Process office supply and/or education material orders as needed. Monitor and maintain office inventory, reordering when necessary.
- Assist in the planning and coordination of events for the faculty. The functions may include preparing flyers, booking conference rooms, booking travel for visiting speakers, creating itineraries for the visitors, and serving as the on-site contact for visitors during the duration of their visit.
- Process and support faculty credentialing and recredentialing.
- Support faculty promotion process.
- Monitor and support centralized ticketing system for administrative requests.
- Schedule meetings and take minutes as directed by faculty or administrative leadership.
- Organize and support faculty travel requests including hotel accommodations, airline reservations, conference registrations and other associated logistics.
- Submit Travel Reimbursement and Credit Card Reconciliations for faculty, and others as needed/requested.
- Adhere to current financial policies and procedures; independently seek training and guidance on new policies and procedures.
- Exercise a high-level of discretion regarding confidential department matters.
- Provide administrative back-up support for other office personnel and participate in shared duties of support staff.
- Provides support for scheduling and coordinating various projects/meetings through email management.
- Provide administrative support for other duties as assigned or as department needs evolve.
Backup to Executive Assistant - 20%:
- Act as a backup to the Executive Assistant.
- Provide back up support to the EA supporting the Vice Chairs as needed.
- Provide back up support to EA supporting the Department Chair as needed.
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.
Why Join Us:
Our department's home is the newly expanded UCHealth Eye Center on the Anschutz Medical Campus. This state-of-the-art facility is one of the largest eye centers in the country and serves not only patients in the Rocky Mountain region but also patients all over the world.
The technological innovations conceived and developed by Departmental faculty have changed the practice of eye care throughout the world. Our educational programs train the next generation of leaders in ophthalmology. Our specialists have developed national and international reputations for excellence in routine and complex ophthalmic care. We have invested heavily in tracking our clinical outcomes and we are proud that our clinicians perform at the highest levels in their respective fields.
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 (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=https://www.cu.edu/employee-services/benefits-wellness) .
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, ethnic minorities, persons with disabilities, persons within the LGBTQ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
Qualifications:
Minimum Qualifications:
- High School Diploma or GED Certificate from an accredited institution.
- Three (3) years of general clerical and/or administrative experience, which includes one (1) year of experience managing calendars using Outlook or other similar applications.
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:
- Bachelor's degree from an accredited college or university in a business or health related field.
- Four (4) or more years of experience managing day-to-day administrative operations.
- Experience providing administrative and technical assistance to faculty and staff within a laboratory environment.
- Experience coordinating travel and related purchasing and expense reimbursements.
- Experience working in a healthcare or academic setting.
- Experience working with UCD software such as Marketplace and Concur.
Knowledge, Skills, and Abilities
- Strong team player with excellent customer service and interpersonal skills and can work with a diverse group and competing interests.
- Strong verbal and written communication skills with the ability to effectively explain processes and procedures.
- Excellent time management and organizational skills with the ability to work independently, prioritize tasks, work under tight deadlines.
- Flexibility and the ability to adapt to various situations.
- Ability to take direction and use independent judgment to complete assigned tasks.
- Excellent attention to detail.
- Analytical and reasoning ability.
- Ability to maintain confidentiality.
- Ability to represent the department and University in a professional manner with tact and diplomacy.
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: Ashley Woodhouse ashley.woodhouse@cuanschutz.edu (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=ashley.woodhouse@cuanschutz.edu)
Screening of Applications Begins:
Screening of applications begins on March 17 th , 2023.
Anticipated Pay Range:
The starting salary range ( or hiring range ) for this position has been established as $44,928 to $51,482 .
The above 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 (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=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@ucdenver.edu (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=hr.adacoordinator@ucdenver.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:
The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:
Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2
Unit-Specific Exemptions:
- Anschutz Campus - Accommodations may be granted for medical or religious reasons.
The University of Colorado seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty, and staff of diverse backgrounds
Application Materials Required: Cover Letter, Resume/CV, List of References
Job Category : Administrative Support and Related
Primary Location : Aurora Department: U0001 -- DENVER & ANSCHUTZ MED CAMPUS - 20254 - SOM-OP GENERAL OPERATIONS
Schedule : Full-time
Posting Date : Mar 20, 2023
Unposting Date : Ongoing Posting Contact Name: Ashley Woodhouse Posting Contact Email: ashley.woodhouse@cuanschutz.edu (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=ashley.woodhouse@cuanschutz.edu) Position Number: 00807795
Copyright 2022 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency (https://www.jobelephant.com/)
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Description
University of Colorado Anschutz Medical Campus
Department: Department of Ophthalmology
Job Title: Administrative Assistant III
Position: #00807795 - Requisition: #29321
Job Summary:
The University of Colorado Denver | Anschutz Medical Campus is seeking applications for an Administrative Assistant III. This full-time, University Staff (non-classified) position is responsible for high-level administrative support in the Department of Ophthalmology. Responsibilities for this position include providing high level administrative support for clinical faculty and clinical programs on a variety of tasks including, but not limited to, managing, and coordinating faculty calendars, scheduling meetings, office supply ordering, assisting with travel arrangements and travel reimbursements, assembling and collating documents, and other administrative office needs. The individual in this position will work both independently and in collaboration with faculty and program leadership. Specific priorities and duties of this position may change as the operational structure and administrative needs evolve. In addition, this position will provide cross coverage for other administrative staff positions as needed.
Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. Position must possess ability to successfully manage competing and changing priorities. An individual with solid business/academic/clinical administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive in our department.
This position has the ability to work a hybrid remote schedule with up to 3 days a week remote. Additional on-site days may be required when on-site meetings necessitate an additional on-site presence.
Professional Field
Office Administration
Supervision Received
Administrative Assistant will report to the Director of Finance and Administration.
Supervision Exercised
This position has no direct supervisory responsibility.
Key Responsibilities
Administrative Assistant 75%:
- Maintain faculty calendars and schedules, to include clinical activities and administrative responsibilities.
- Process office supply and/or education material orders as needed. Monitor and maintain office inventory, reordering when necessary.
- Assist in the planning and coordination of events for the faculty. The functions may include preparing flyers, booking conference rooms, booking travel for visiting speakers, creating itineraries for the visitors, and serving as the on-site contact for visitors during the duration of their visit.
- Process and support faculty credentialing and recredentialing.
- Support faculty promotion process.
- Monitor and support centralized ticketing system for administrative requests.
- Schedule meetings and take minutes as directed by faculty or administrative leadership.
- Organize and support faculty travel requests including hotel accommodations, airline reservations, conference registrations and other associated logistics.
- Submit Travel Reimbursement and Credit Card Reconciliations for faculty, and others as needed/requested.
- Adhere to current financial policies and procedures; independently seek training and guidance on new policies and procedures.
- Exercise a high-level of discretion regarding confidential department matters.
- Provide administrative back-up support for other office personnel and participate in shared duties of support staff.
- Provides support for scheduling and coordinating various projects/meetings through email management.
- Provide administrative support for other duties as assigned or as department needs evolve.
Backup to Executive Assistant - 20%:
- Act as a backup to the Executive Assistant.
- Provide back up support to the EA supporting the Vice Chairs as needed.
- Provide back up support to EA supporting the Department Chair as needed.
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.
Why Join Us:
Our department's home is the newly expanded UCHealth Eye Center on the Anschutz Medical Campus. This state-of-the-art facility is one of the largest eye centers in the country and serves not only patients in the Rocky Mountain region but also patients all over the world.
The technological innovations conceived and developed by Departmental faculty have changed the practice of eye care throughout the world. Our educational programs train the next generation of leaders in ophthalmology. Our specialists have developed national and international reputations for excellence in routine and complex ophthalmic care. We have invested heavily in tracking our clinical outcomes and we are proud that our clinicians perform at the highest levels in their respective fields.
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 (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=https://www.cu.edu/employee-services/benefits-wellness) .
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, ethnic minorities, persons with disabilities, persons within the LGBTQ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
Qualifications:
Minimum Qualifications:
- High School Diploma or GED Certificate from an accredited institution.
- Three (3) years of general clerical and/or administrative experience, which includes one (1) year of experience managing calendars using Outlook or other similar applications.
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:
- Bachelor's degree from an accredited college or university in a business or health related field.
- Four (4) or more years of experience managing day-to-day administrative operations.
- Experience providing administrative and technical assistance to faculty and staff within a laboratory environment.
- Experience coordinating travel and related purchasing and expense reimbursements.
- Experience working in a healthcare or academic setting.
- Experience working with UCD software such as Marketplace and Concur.
Knowledge, Skills, and Abilities
- Strong team player with excellent customer service and interpersonal skills and can work with a diverse group and competing interests.
- Strong verbal and written communication skills with the ability to effectively explain processes and procedures.
- Excellent time management and organizational skills with the ability to work independently, prioritize tasks, work under tight deadlines.
- Flexibility and the ability to adapt to various situations.
- Ability to take direction and use independent judgment to complete assigned tasks.
- Excellent attention to detail.
- Analytical and reasoning ability.
- Ability to maintain confidentiality.
- Ability to represent the department and University in a professional manner with tact and diplomacy.
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: Ashley Woodhouse ashley.woodhouse@cuanschutz.edu (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=ashley.woodhouse@cuanschutz.edu)
Screening of Applications Begins:
Screening of applications begins on March 17 th , 2023.
Anticipated Pay Range:
The starting salary range ( or hiring range ) for this position has been established as $44,928 to $51,482 .
The above 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 (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=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@ucdenver.edu (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=hr.adacoordinator@ucdenver.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:
The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:
Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2
Unit-Specific Exemptions:
- Anschutz Campus - Accommodations may be granted for medical or religious reasons.
The University of Colorado seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty, and staff of diverse backgrounds
Application Materials Required: Cover Letter, Resume/CV, List of References
Job Category : Administrative Support and Related
Primary Location : Aurora Department: U0001 -- DENVER & ANSCHUTZ MED CAMPUS - 20254 - SOM-OP GENERAL OPERATIONS
Schedule : Full-time
Posting Date : Mar 20, 2023
Unposting Date : Ongoing Posting Contact Name: Ashley Woodhouse Posting Contact Email: ashley.woodhouse@cuanschutz.edu (https://apptrkr.com/get_redirect.php?id=4020405&targetURL=ashley.woodhouse@cuanschutz.edu) Position Number: 00807795
Copyright 2022 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency (https://www.jobelephant.com/)
jeid-5a544a04c89daf4dbd42af69a210e35f
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