Academic Services & Academic Affairs Principal Professional

University of Colorado•Colorado Springs, CO

3d•$60,905 - $81,613•Hybrid

About The Position

The Department of Emergency Medicine (DEM) is an academic clinical department in the CU School of Medicine on the CU Anschutz Medical Campus in Aurora, Colorado. We are seeking applications for a full-time, hybrid Business Services & Academic Affairs Principal Professional. The person in this position will learn skills and build a career at the Department of Emergency Medicine. This position is responsible for providing administrative and operational programmatic support and project coordination in the DEM. This position supports Academic Affairs programs and associated faculty programs. This is a highly collaborative academic unit with numerous workgroups comprised of faculty, e.g. department evaluation committee (DEC, for faculty academic promotions). This position works with Academic Affairs leaders to assist, administrate, organize, and guide faculty to ongoing career development plans, annual performance reviews, and twice annual academic promotion review, including an online dossier and obtaining external review letters from academic leaders nationally. This work requires diligence, ability to understand and apply organizational policies, procedures, and best practices, is highly communication-oriented, and involves document-sharing, editing written documents, project tracking, and travel logistics management. A part of this position is to administratively support a competitive clinical researcher training program, a 22-year program successfully training early career clinical and outcomes researchers the Clinical Faculty Scholars Program (CFSP). This position provides administrative support for this departmental work and collaborates with the EMED event planner to program-specific administrative support, event planning, curricular coordination (annual reception, annual lectureship, networking events, monthly educational seminars, weekly work in progress sessions, annual recruiting). Position Emphasis is on operational and programmatic support, communication with individuals and groups, coordinating and supporting workflow processes, and working to deadlines.

Requirements

Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution
3-5 years of professional experience related in project management, administration, communication or business.
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
Applicants must meet minimum qualifications at the time of hire.
Experience working in a collaborative, fast-moving, diverse, and team environment.
Ability to communicate clearly and succinctly in writing and speaking with faculty and academic colleagues.
Ability to handle sensitive and confidential issues in a professional manner.
Excellent organizational skills and the ability to manage multiple projects at a time.
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 with a diverse group of researchers, educators, and clinicians.
Excellent interpersonal 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 Teams, Excel, Word, PowerPoint and Outlook, in virtual platforms such as Zoom, online databases such as Dropbox and Google Drive, and interactive databases such as Smart Sheets and Slack.
Ability to manage and track high-volume information coming through the administrative office.
Ability to monitor ongoing inquiries and ensure they have been addressed in a timely and effective manner.

Nice To Haves

Digital marketing experience, with infographics, visual abstracts, and professional use of social media.
At least 3+ years of demonstrated success in related professional work and project management.
Prior experience with higher education and academic faculty

Responsibilities

Provide comprehensive operational support to facilitate the DEM Mentoring Program (Affinity Groups) and its associated Affinity Group lead mentors in their interactions with the mentoring groups.
Lead key operational functions of the DEM Mentoring Program, including event planning, curriculum coordination, and logistical oversight to advance program objectives, promote participant engagement, and support program success.
Coordinate the annual PRiSM (online reporting shell for faculty annual review) process, by coordinating review meetings, maintaining Affinity Group assignments, facilitating faculty mentor meetings, and ensuring required documentation is collected and submitted.
Serve as a recognized subject matter expert for the PRiSM system, providing guidance and troubleshooting for faculty and mentors.
Provide expert consultation in the coordination of annual faculty promotions, ensuring a seamless process for all involved, recommending improvements to enhance user experience and operational efficiency.
Manage timeline, schedule and facilitate necessary planning and review meetings for the promotions committee within the Emergency Medicine department, engaging the Department Evaluation Committee Chair and faculty committee members.
In conjunction with the Department Manager and Vice Chair of Academic Affairs, serve as a subject matter resource for faculty promotion processes including reviewing promotion dossiers, interpreting documentation requirements, identifying areas requiring clarification or correction, and providing guidance to support complete and accurate submissions.
Develop and maintain faculty tracking system - an audit log to track faculty progress within the promotions cycle, adding new faculty hires and documenting progression in academic rank.
Serve as administrative resource for the development of internal letters of recommendation, adhering to established guidelines and standards.
Provide administrative support to the promotions committee as needed, addressing inquiries, and providing expertise when necessary
Provide guidance and support to faculty with the internal promotions platform.
Collaborate with Denver Health, CU School of Medicine, and affiliated partners to maintain accurate faculty appointment and employment records across multiple systems.
Partner with the Office of Medical Education to coordinate faculty recommendations, ensuring timely completion and communication with stakeholders.
Serve as the primary administrator for faculty databases, conducting regular audits and updates to ensure data integrity, compliance, and accurate reporting.
Coordinate and collaborate with teams planning and delivering in-person on-campus faculty training programs across departments and schools, many with the Colorado Clinical Translational Sciences Institute (administrative home for training program).
Coordinate and collaborate with teams planning and delivering in-person on-campus faculty training programs across departments and schools, many with the Colorado Clinical Translational Sciences Program.
Manage logistics for faculty candidate interviews and campus visit itineraries.
Organize the Learn With Us lecture, including event scheduling and room reservations.
Coordinate candidate hospitality arrangements.
Ensure a professional, welcoming, and well-organized candidate recruitment experience through effective logistical support and communication.