Administrative Assistant III

University of Colorado | CU Anschutz Medical Campus

The Office of Diversity, Equity, Inclusion and Community Engagement

Administrative Assistant III

Position #789742 – Requisition #22940

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

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.

About the University of Colorado Anschutz Medical Campus

The University of Colorado Anschutz Medical Campus is a world-class medical destination at the forefront of transformative science, medicine, education and patient care. The campus encompasses the University of Colorado health professional schools, more than 60 centers and institutes, and two nationally ranked independent hospitals - UCHealth University of Colorado Hospital  and Children's Hospital Colorado  - that treat more than two million adult and pediatric patients each year. Innovative, interconnected and highly collaborative, the University of Colorado Anschutz Medical Campus delivers life-changing treatments, patient care and professional training and conducts world-renowned research fueled by over $650 million in research grants. For more information, visit www.cuanschutz.edu .

The Office of Diversity, Equity, Inclusion and Community Engagement  has an opening for a full-time, State Classified Administrative Assistant III  position.
Positions in this level have the authority to design and implement, with prior approval, the general office, and administrative operations to accomplish the unit's work. Work includes, but is not limited to, deciding what operations will be performed and how processes will be implemented; creating and revising office procedures and writing office procedure manuals, designing forms; managing calendars and schedules a s assigned; scheduling meetings, taking and distributing meeting notes; maintaining general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit’s allotted funds as assigned by authorizing (signing) operating expenditures for such things as office supplies, assisting with calculating estimated office operating expenses for the annual budget request; assisting with event planning as assigned and, designing the physical layout of the unit’s work area. Assist with travel, reservations and expense reconciliation as assigned. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

Office Summary:

The Office of Diversity, Equity, Inclusion and Community Engagement was established in July 2020.  We will be implementing best practices as it relates to diversity, equity and inclusion for students, staff, faculty, and visitors on campus, and will maintain and develop mutually beneficial partnerships with the community.

Job Summary:
This position will be working as the assistant for three offices. The primary functions will include maintaining the calendar for the Assistant Vice Chancellor of Community Engagement, performing research and providing reports for both the Assistant Vice Chancellor of Community Engagement and the Associate Vice Chancellor of Strategic Initiatives, and developing processes and systems for future trainings and the Equity Certificate Program through the Office of diversity, equity, inclusion and community engagement. This includes all other administrative duties as assigned.

Examples of Work Performed:

Office First Point of Contact (40%)

• • Greet public, faculty, staff and students in person, by e-mail, and by phone; serve as a liaison to co-teachers, instructors, and teaching assistants.
  • Help solve problems for faculty, staff and students and walk-ins. Answer straightforward questions where possible and provide information about the University, the offices, its programs, deadlines and processes, etc. Determine proper referrals within the offices and University as appropriate.
  • Assist in managing all aspects of day-to-day operations of the offices by fostering effective service delivery, scheduling meetings/space, coordinating catering as needed, helping plan office events, managing incoming and outgoing mail, etc…
  • Collaborating with the Executive Assistant and others within the offices to identify opportunities to improve processes and implement plans to follow through.
  • Additional related tasks as assigned by the supervisor.

Office Management and Support (40%)

• This position provides administrative support to three offices within the offices
• Serve as first point of contact for facilities issues throughout the department
• Place orders using appropriate purchasing procedures, adhering to purchasing guidelines and requirements, and completing necessary paperwork.

Equity Certificate Program Support (20%)

• Assist office leadership in developing and implementing processes and systems for the Equity Certificate training program
• Conduct outreach and scheduling activities for future trainings
• Maintain an accurate and up-to-date database for the training program
• Coordinate mailing of recruitment materials in collaboration with Directors.
• Support any trainings or orientations as needed for Teaching Assistants or new graduate students.
• Related tasks as assigned.

Salary & Benefits:

• Hiring Salary Range: $3,671 - $4,058 per month ($44,052 - $48,696 per year)
• The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions and/or in recognition of prior and applicable skills, experience, certifications, etc...
• This position is eligible for overtime compensation
• 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.
• Benefits: https://www.cu.edu/employee-services/benefits .
• Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation

Additional Information:

• Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx
• Reference checks are a standard step in our hiring process.  You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview.  We will notify you prior to contacting both on and off-list references.
• 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.
• 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.

Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:

• At least three (3) years of general clerical experience.
  • Substitution: College or university course work appropriate to the work assignment may substitute on a year-for-year basis for the general clerical experience.

Preferred Qualifications:

• Associates or bachelor’s degree in business administration, accounting, finance, or related field.
• Experience calculating lab results and data using math and analytical skills
• Experience using MS Word, Excel, Teams, Project, etc.
• Preferred experience will include developing reports, spreadsheets, and databases using the mentioned software programs.
• Experience entering data into an electronic system other than MS Office products.

Competencies:

• 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.
• Outstanding customer service skills.
• Demonstrated commitment and leadership ability to advance diversity and inclusion.
• Detail oriented, self-motivated, and possess excellent time management, organizational, written, and verbal communication skills.
• Strong interpersonal skills and a high degree of professionalism, resourcefulness, tact, and diplomacy are essential.
• Ability to organize workload and file correctly by alphabetical and numerical order.
• Ability to understand complex rules, workflows, regulations, policies, procedures, and guidelines.
• Ability to listen and follow precise protocols and written instructions.
• Must possess a professional demeanor and have experience that demonstrates problem solving.
• Ability to take direction and use independent judgment to coordinate and meet multiple deadlines.
• skills and the ability to manage multiple tasks and work independently with minimal supervision.

Conditions of Employment:

• Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.
• Willing and able to pass a complete criminal background check including national sex offender registry
• Full-time 40 hours per week (may require flexible schedule to accommodate evenings, weekend, and events/meetings, etc.
• May require occasional travel within and/or out-of-state.
• This position also requires the ability to build partnerships with diverse communities and individuals essential services.

• Please note: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses if applicable
• 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: https://www.cu.edu/vaccine-requirement