Administrative Business Services Specialist

Job Summary:

The University of Colorado Anschutz Medical Campus is seeking applications for an Administrative Services Specialist. This full-time, University Staff position is responsible for providing backup support to our Executive Assistants supporting our Vice Chair’s and Department Chair, assisting with Space Management and maintaining equipment, inventory for the department, this position is located at the University of Colorado Anschutz Medical Campus. Providing high-level, confidential support which requires knowledgeable discretion and insightful judgment, attention to detail, grace under pressure, and the ability to multi-task, prioritize, exercise appropriate initiative, and once acclimated, will work with significant independence within the scope of the position.

Key Responsibilities:

Executive Administration:

• 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.
• Provide advanced support for administrative and operational activities/functions of the department.
• Review current processes for improvement opportunities.
• Develop and implement procedures to streamline processes for improved efficiency.
• Develop, implement, and sustain policies and procedures to govern departmental operations in conjunction with the DFA and Assistant DFA.
• Provides training and support with scheduling and preparation for meetings and conferences rooms.
• Create and draft letters of recommendation for the annual promotions, grant submission processes, and other required letters.

Space:

• Assist with long-range space planning for all aspects of Emergency Medicine including administrative and research space.
• Assist with the annual survey and inventory for office and research space through the Webspace system.
• Responsible for office space changes and moves, including coordination with Facilities, IT, and other services as required.
• Assist with office layout planning and office moves, including set up of IT systems for faculty and staff.

General:

• Manage supply inventory levels and place orders as necessary.
• Manage the process to purchase IT equipment in conjunction with School of Medicine IT support.
• Development of procedural and informational materials for the department including process documentation and various information guides.
• Analyze, interpret, and maintain knowledge of procedures, regulations and policies established by the University, and other external entities.
• Assist with ad hoc projects and processes as needed.
• Act as a backup to the Department’s Special Event Coordinator.
• Other duties as needed.

Work Location:

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

Why Join Us:

The University of Colorado Anschutz Medical Campus ranks among the top institutions nationally in clinical care, education and research. Its 256-acre campus, designed to enhance collaboration and interprofessional education, hosts the College of Nursing; the Schools of Dental Medicine, Medicine, Pharmacy, and Public Health; the Graduate School; a Health Sciences Library; and two hospitals. The Department of Emergency Medicine (EMED) is an academic clinical department in the CU School of Medicine on the CU Anschutz Medical Campus in Aurora Colorado and in this department, we believe that diversity will power change. To do this, we will enhance and foster a learning community and a mentoring culture that is committed to diversity and inclusive excellence.

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 .

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 bachelor’s degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
  • Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.
• Two (2) years of experience in an administrative/office management capacity.

Preferred Qualifications:

• Professional and progressively responsible project management experience.
• Experience working in an academic medical environment.

Knowledge, Skills and Abilities:

• Ability to be present and maintain a professional, polished, and positive demeanor/disposition while working with internal and external stakeholders (including multi-national and start-up companies) in a dynamic, high-paced environment.
• Ability to handle sensitive and confidential issues in a professional manner.
• Ability to prioritize and get back on task after interruptions.
• Ability to analyze company metrics and determine potential partnership opportunities.
• Excellent organizational skills and the ability to manage multiple projects at a time.
• Excellent attention to detail.
• Self-starter with a proven ability to organize and follow through on multiple complex tasks and projects simultaneously.
• Desire to work in a dynamic, fast-paced team environment.
• Ability to work with a diverse group and competing interests.
• Flexibility and the ability to adapt to various situations.
• Excellent interpersonal (verbal and written) communication skills.
• Excellent customer service skills and the ability to work with diversified internal and external stakeholders and communicate effectively via phone, email, and in person.
• Excellent time management and organization skills; ability to take direction and use independent judgment to meet multiple deadlines.
• High level proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook.
• Ability to plan, develop and coordinate multiple projects and meet deadlines.
• Ability to make administrative/procedural decisions/judgments on sensitive and confidential issues.
• Knowledge of basic office equipment (phone, fax, copier, projector, digital camera).
• Ability to manages a high volume of the information coming in and going out of the administrative office
• Ability to monitor ongoing inquiries and ensure they have been addressed in a timely and effective manner.

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: John Perry, j[email protected]

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by June 15th , 2024.

Anticipated Pay Range:

The starting salary range (or hiring range ) for this position has been established as $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 [email protected] ​.

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 .