Administrative Assistant III (Hybrid)

University of Colorado | CU Anschutz Medical Campus

School of Medicine | Dept. of Physical Medical & Rehabilitation – Physical Therapy Program

Official Title: Admin Assistant III (Hybrid)

Position #00802052 – Requisition #27357

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers  *

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

Denver: https://www.ucdenver.edu/coronavirus

Exemptions vary by campus location/department.

Campus/Unit-Specific Exemptions:

• Anschutz Campus – Exemptions are allowed for medical or religious reasons.
• Denver Campus - Exemptions are allowed for medical, religious, or personal reasons.
• Consolidated/Central Services Administration – Will follow Anschutz policy on exemptions.

The University of Colorado Anschutz Medical Campus 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.

The University of Colorado Denver | Anschutz Medical Campus is a comprehensive urban research university serving more than 28,000 students in metropolitan Denver and online. We award nearly 4,000 degrees each year, including more graduate and professional degrees than any other Colorado public institution. With our solid academic reputation, award-winning faculty, and renowned researchers, we offer 119 highly rated degree programs through 13 schools and colleges. The University of Colorado Denver | Anschutz Medical Campus is well known for its distinctive and highly productive research programs, its world-class health facilities at the Anschutz Medical Campus and its well-established partnerships in business, industry, and government. These campuses currently have over $400 million in research awards each year.

In addition to the wide array of health-related programs and facilities offered at the Anschutz Medical Campus, a significant number of undergraduate and graduate degree programs are taught at our comprehensive campus in the heart of downtown Denver. Denver is one of America’s most vibrant urban centers and the downtown campus, located just steps from the Denver Center for Performing Arts and the LoDo District. The metropolitan area affords our students, faculty, and staff access to a broad array of academic, professional, community, recreational and cultural outlets. Moreover, the state of Colorado offers ample outdoor activities through its 42 state parks, 8 mountain ranges, and 7 national forests.

Nature of Work:

The Department of Physical Medical and Rehabilitation, Physical Therapy Program & RESTORE Team is seeking applications for an Administrative Assistant III (hybrid). This is 0.75-1.0 FTE, University Staff (unclassified), position will provide administrative support, management of space and assets, and event coordination to the Physical Therapy Program. The PT Program provides programs of excellence in education, clinical care, research/scholarship, and community service to educate students to become doctors of physical therapy. There are three concurrent classes of students within the PT Program, which consists of approximately 74 students per class, 30 core faculty and staff, with additional affiliate faculty, student employees, approximately 200 outside contractors, and over 400 clinical affiliation sites. The RESTORE team is a collaborative research team committed to optimizing movement and quality of life in older adults, through innovative research and educational excellence. The team is comprised of dedicated faculty research assistants, post-doctoral fellows, PhD and master's students, doctor of physical therapy students and interns, supported by a network of multidisciplinary collaborators.

Examples of Work Performed:

Administrative Support to Leadership

• Provide direct support for administrative and research-related activities, including managing calendars, special projects and initiatives, for the RESTORE Director, RESTORE team, and Rehabilitation Sciences Consortium.
• Handle highly sensitive and confidential materials with complete discretion and integrity.
• Meet regularly with leadership to review calendar, meetings, scheduling conflicts, priorities, and travel, ensuring timely preparation.
• Works with leadership to plan agendas, support meeting execution, record meeting minutes, and maintaining meetings and follow-up actions logs.
• Schedules and manages meeting invitations, Zoom reservations, room reservations, A/V logistics and catering, as appropriate.
• Copy edits, review, and distribute meeting materials and other communications under direction of leadership.
• Provides follow-up with meeting participants on behalf of leaders as needed and acts as a point of coordination on behalf of leaders in ensuring that momentum is maintained once projects are initiated.
• Assists with procurement related tasks, including processing expense reports, researching product, and tracking deliveries. Manage the Administrative calendar and lists, including scheduling of reports, events, and meeting logistics (scheduling, room reservations, remote meeting setup, notification of members, agenda distribution, catering, etc.).
• Ongoing maintenance of Outlook distribution lists and other lists utilized by this position and others to ensure timely dissemination of information.
• Assist with travel and reimbursement related activities, including reconciliation of original receipts with reports per speed type, organize and maintain documents and files.
• Support the work of different federally funded research projects by organizing information, assisting with detailed record keeping, scheduling meetings, and processing study subject payments. 
• Additional duties as assigned.

Space and Assets Management

• Lab management
  • Manage annual equipment and supply inventory for the RESTORE team and Rehabilitation Science Consortium
  • Review & ensure working order of equipment
  • Create facilities and IT tickets when required
  • Train and supervise student employees
  • Ensure documentation of online tracking of lab organization as required
• Manage tracking of off-site university equipment due to remote working
• Manage lab voicemail and direct messages to appropriate team member.
• Submit requests for disposal of equipment/supplies

Events Coordinator and Program Support

• Work with faculty and staff for program events and related needs, including but not limited to RESTORE and Rehabilitation Science program celebrations and recognition events, 
• Liaise with internal and external individuals and groups; assist with logistics
• Schedule rooms events
• Coordinate weekly research lab meetings including contacting speakers, scheduling room, and disseminating meeting information to the RESTORE team

*The department is open to this role being 100% remote or hybrid.*

Minimum Qualifications:

• Three years of experience in an administrative position or related field
• Experience with high level admin support such as complex calendaring
• Microsoft Office experience and proficiency with Word and PowerPoint

Substitution:

• A combination of education or related experience may be substituted on a year for year basis.

Preferred Qualifications:

• Experience working in a higher education, healthcare, or academic medical environment
• Experience with event coordination, from planning to clean-up
• Experience utilizing Microsoft Suite, Teams, Formstack, Qualtrics or similar software to manage data and create surveys and reports
• Experience with scheduling software
• Experience working with CU systems such as CU Marketplace, EMS Web, procurement, and Concur
• Ability to establish and maintain effective working relationships with people at all levels
• Solid knowledge of general office procedures, protocol, and professionalism

Competencies:

• Proven ability to be creative and flexible to meet unexpected needs
• Effective communication skills to foster and maintain good working relationships
• Excellent communicator in all forms of communication
• Unquestionable integrity
• Outstanding customer service skills
• Ability to effectively coordinate changing priorities, work on multiple tasks simultaneously, and meet tight deadlines
• Skilled in decision-making and problem resolution
• Demonstrate accuracy in all details, record, and report effectively
• Well-organized
• Able to work with reliable and professional judgment both independently and collaboratively
• Professionally represent the PT Program and RESTORE team
• Promote a positive, welcoming, customer service-focused environment
• Expert ability to manage multiple tasks simultaneously and adapt to changing priorities
• Skilled in independent judgment, discretion, and confidentiality
• Available to serve as a resource to meet the needs of program constituents
• Flexible to adapt to various situations and environments
• Demonstrate commitment and leadership ability to advance diversity and inclusion

Required: Applicants must meet minimum qualifications at the time of hire. 

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Salary and Benefits:

The salary range (or hiring range ) for this position has been established at $44,928 to $51,482 for 1.0 FTE.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

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 is eligible for overtime compensation.

The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at https://www.cu.edu/employee-services .

Benefits: https://www.cu.edu/employee-services/benefits .

Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation

Diversity and Equity:

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] .

The University of Colorado Denver | 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 and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

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.

Please click here for information on disability accommodations:

http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx