Operations Coordinator (Business Services Entry to Intermediate Professional)

Job Summary:

The Department of Surgery (DOS) is seeking a full-time Operations Coordinator to work within the Office of the Chair. This position coordinates projects, organizes activities, and provides administrative support for the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and the Executive Committee Vice Chairs. This role also serves as the primary back-up to the Executive Assistant for the Department Chair.

Duties: This description is a summary only and describes 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 edit duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Key Responsibilities:

Business Operations (65%) :

• Acts as first point-of-contact for the Department of Surgery and the Office of the Chair, receiving and directing incoming calls and walk-in customers as necessary.
• Provides administrative support for the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and Executive Committee Vice Chairs.
• Coordinates DOS events and meetings; including room and IT/AV reservations; facilitating catering; composing, compiling, and distributing agendas, minutes and communications.
• Oversees business-related travel, including making conference, transportation, and hotel reservations, acting as a delegate to reconcile travel expenses and reimbursements in a timely manner.
• Inventory requirements / cataloging and organizing of basic databases, as assigned by the Director of Operations.
• Creates and/or revises office procedures and filing systems as needed.
• Supports DOS Administration operations; including maintaining supplies for the office, copy room, and kitchen, events, contracts, vendor agreements, and invoicing.
• Maintains printers and other office equipment, including placing work orders.
• Generates and monitors maintenance requests.
• Manages floor plan updates.
• Manages the DOS Administration Outlook inbox, and mail distribution.
• Manages EMS room requests for the Office of the Chair conference rooms.
• Maintains the DOS phone list and organizational charts.
• Coordinates DOS photoshoots.
• Procures goods and services for the DOS and reconciles expenses while adhering to all fiscal policies and procedures.

Program Coordination (35%) :

• Makes recommendations for required resources (e.g., office supplies, IT/AV equipment).
• Assists the Director of Operations, Director of Strategy & Innovation, Director of Finance & Research, and Executive Committee Vice Chairs with project support, including data gathering and entry.
• Recommends changes and initiates activity to improve and streamline internal processes and procedures to provide time savings, cost savings, and facilitate effective operations.
• Acts as an effective representative of the Department/University.

Serves as the primary back-up to the Executive Assistant for the Department Chair.

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, CO. Once fully trained, this position may be eligible for a hybrid schedule.

Why Join Us:

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.

The Department of Surgery is committed to ensuring diversity, equity, inclusion, and access among our faculty, staff, and learners. We strive to maintain an environment that is free of discrimination and harassment, reflects the diversity of the communities we serve, and brings to life the Department’s vision to “Improve Every Life”. This commitment ensures unbiased care and eliminates discrimination in all forms and at all levels. We embrace the collective and individual talents, skills, and perspectives of our faculty, staff, and learners to foster a culture of excellence and innovation. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans.

To learn more, please visit: DOS DEIA Webpage & DOS DEIA Commitment Video

Qualifications:

Minimum Qualifications

 Entry Professional:

• A bachelor’s degree in business, business administration, finance, accounting, social sciences, healthcare administration, 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.

Intermediate Professional:

• A bachelor’s degree in business, business administration, finance, accounting, social sciences, healthcare administration, 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.
• One year of professional-level experience in an administrative support role in an academic, healthcare, and/or business-related environment.

Preferred Qualifications:

• Experience scheduling meetings for multiple managers using Microsoft Outlook.
• Experience handling day-to-day financial transactions of an organization including invoicing, reporting, preparing budgets, receiving, and handling.
• Administrative support experience in an academic and/or healthcare environment.
• Experience with CU Systems (e.g., Marketplace, Concur, etc.).
• Experience with CU Medicine, UCH and/or University of Colorado policies, rules and regulations, and administrative structure.

Competencies (Knowledge, Skills, and Abilities):

• Microsoft Outlook, Word, Excel, and PowerPoint proficiency.
• 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 leadership ability to advance diversity and inclusion.
• Outstanding customer service skills.
• Highly organized, proactive, self-starter, able to work independently, prioritize tasks, and meet deadlines.
• Proven experience applying critical thinking to tasks and calendar prioritization.
• Ability to manage conflicting and changing priorities.
• Exceptional organizational and time management skills, and attention to detail.

How to Apply:

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

1.     Curriculum vitae / Resume

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

Questions should be directed to: [email protected]

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by April 15, 2024. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range ) for this position has been established as

Entry: $48,494-$61,685

Intermediate: $52,773-$67,127

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 .