Administrative Assistant III (Part-Time .50 FTE)

Job Summary:

The  part-time .50 Administrative Assistant III for the Division of Family Planning in the Department of Obstetrics and Gynecology at the University of Colorado, School of Medicine is responsible for performing administrative duties, including but not limited to: agenda development, billing invoices and expense reimbursement, assisting and managing QGenda/scheduling processes, managing and coordinating business-related travel for division members, processing reimbursements, assist with medical staff credentialing processes, general coordination of the various clinical trials, educational activities, functions, and other infrastructure needs of the Division, and other tasks as assigned by the Division’s Administrator, Chief, and/or Clinical Research Director.

• Oversee administrative schedules with specific attention to prioritizing appointment requests for Division Chief and all Family Planning faculty.
• Create, manage, and coordinate Division schedules, including inviting faculty to lectures, coordinating division meetings, fellowship meetings, research series, and miscellaneous items.
• Create and maintain agenda items for division meetings, document and send out meeting minutes.
• Provide administrative and technical support for the preparation of conferences, presentations, meetings, and training sessions.
• Assist Division Chief and Clinical Research Director with fellowship education and research.
• Complete monthly billing invoices for contract revenue and assure accurate, timely submissions for payment.
• Utilize and process monthly reports for Procurement Card (maximum value of $10,000) in the purchase of division related services, including: faculty and staff professional memberships, registration fees, training fees, and miscellaneous Division purchases.
• Enter and reconcile faculty PTO in MyLeave.
• Assist with the build and management of the scheduling system, which entails data entry, critical thinking skills, problem solving, communication, management of provider requests, assisting faculty and staff with schedule requests/changes, and collaborating with the Division Administrative Director and the Division Chief
• Manage and coordinate business-related travel for Division faculty and staff; which includes booking airline reservations, solving travel challenges, processing travel expenses and reimbursements, and maintaining accurate records of expenditures (e.g. Professional Development Funds).
• Process invoices for clinical activities and monitor for timely payments.
• Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position.
• Provide administrative and travel support for visiting candidates, speakers, guests, and interviewees.
• Assist in HR processes, which include reviewing all applicants, completing qualification matrixes, scheduling interviews, managing interview itineraries, securing all related travel needs, submitting background checks on selected candidates, scheduling selected candidates for onboarding training, and processing reimbursements.
• Assist with the onboarding process for new faculty and staff, which includes scheduling appropriate trainings and orientations, creating training and orientation itineraries, and submitting badge applications.
• Maintain all files – electronic and paper – related to or used by the division which includes membership renewals, credentialing records, certificates, dossier, and expenses.
• Assist with policy and protocol development for division and clinic.
• Maintain supply orders and oversight.
• Build and update Division organizational chart, onboarding schedule, and training documents.
• Sends Division correspondence and updates, as necessary.
• Assists the division personnel with the essential functions and operations of the division, ensuring current policies and procedures of University and related entities are being followed.
• Maintains centralized Division records, including a shared electronic database of commonly used documents such a medical licenses, DEA certificates, and Board Certification Certificates.
• Other duties as assigned

Why Join Us:

The Department of Obstetrics and Gynecology at the University of Colorado is a world-class research enterprise, ranked 17th in the nation by the Blue Ridge Institute for federal funding. The Department currently has an impressive research portfolio of $32M in existing federal and foundation grants and contracts through the lifetime of the projects, increasing in budget annually by $9M. Departmental faculty provide a full-spectrum of clinical care for women of all ages, participate in research, and provide education to students and residents

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:

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:

• A high school diploma or equivalent.
• 3 years of experience in a relevant field.
  • Substitution:  Education in a relevant field may substitute for experience on a year for year basis.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• 5 plus years of experience in an administrative role.
• A bachelor’s level degree. 

Knowledge, Skills, and Abilities:

• Excellent computer skills, proficiency using both a Mac and PC, including all Microsoft Office applications, and ability to quickly understand and operate specified University operational and web-based systems.
• Demonstrated ability to independently perform a wide range of responsibilities.
• Excellent verbal and written communication skills
• Proven ability to maintain cooperative working relationships both internally and externally. A positive, highly motivated, energetic, and collaborative professional attitude.
• Ability to coordinate and collaborate with multiple internal and external parties.
• Ability to perform in a fast-paced, challenging, and diverse environment
• Must exercise independent judgment and discretion when deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
• Ability to manage and perform a variety of routine and complex assignments with considerable independent judgment
• Must be detail-oriented with exceptional organizational skills.

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: Cathy Kenworthy, [email protected]  

Screening of Applications Begins:

Screening begins on March 31, 2024.

Anticipated Salary Range:

The hiring range for this position has been established at ($21,591 – $25,000) for a part-time .50 FTE

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

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 [email protected] ​.

Background Check Statement:

The University of Colorado Denver | 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 .