Administrative Assistant III

University of Colorado•Aurora, CO

22h•Hybrid

About The Position

The University of Colorado Denver | Anschutz Medical Campus is seeking applications for an Administrative Assistant III. This full-time, University Staff (non-classified) position is responsible for high-level administrative support in the Department of Anesthesiology. Responsibilities for this position include assisting the Pediatric Division Administrator, Pediatric Clinical Program Manager, pediatric clinical faculty, and clinical programs. This involves providing support to the Pediatric Clinical Administrative Team on a variety of tasks including, but not limited to, managing and coordinating adult clinical faculty calendars, scheduling meetings, office supply ordering, assisting with travel arrangements and travel reimbursements, assembling and collating documents, and other administrative office needs. The individual in this position will work both independently and in collaboration with faculty and program leadership. Specific priorities and duties of this position may change as the operational structure and administrative needs evolve. In addition, this position will provide cross coverage for other administrative staff positions as needed. Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. The selected candidate must possess the ability to successfully manage competing and changing priorities. An individual with solid business/academic/clinical administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive in our department. Why Join Us: The University of Colorado School of Medicine and the Department of Anesthesiology is a world-class medical destination at the forefront of transformative education, science, medicine, and healthcare. The Department of Anesthesiology has several clinical specialties and is a nationally recognized leader in anesthesiology and perioperative medical education. We are dedicated to developing leaders in anesthesiology and perioperative medicine who demonstrate clinical excellence, professionalism, and a commitment to life-long learning. Our faculty have a resolve to create an exciting academic environment that will build upon what is already recognized as one of the finest residency programs in the country, and by advancing education within our specialty, we continue to improve the lives of learners and patients in a complex and evolving world of medicine. But we cannot do it all without our staff! Join a growing and diverse administrative team that strives to support and improve our education, research, and clinical missions. Joining and leading the Pediatric Clinical team specifically means joining a tight-knit and collaborative team that works closely with faculty leaders and learners in a highly rewarding environment. Outside of the team itself, Department of Anesthesiology staff members have the opportunity to collaborate on projects across diverse teams and committees and take part in various activities throughout the year. All Department of Anesthesiology staff have access to University of Colorado’s second-to-none benefits package, retirement plans, significant vacation and sick leave, 11+ paid holidays/year, tuition assistance, and wellbeing resources. Why work for the University? We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave!

Requirements

High School Diploma or GED Certificate from an accredited institution.
Three (3) years of general clerical and/or administrative experience, which includes one (1) year of experience managing calendars using Outlook or other similar applications.
Applicants must meet minimum qualifications at the time of hire.
Substitution: College, university or non-correspondence course work may substitute on a year-by-year basis for the general experience, but not for specific experience.
Strong team player with excellent customer service and interpersonal skills and has the ability to work with a diverse group and competing interests.
Strong verbal and written communication skills with the ability to effectively explain processes and procedures.
Excellent time management and organizational skills with the ability to work independently, prioritize tasks, work under tight deadlines.
Flexibility and the ability to adapt to various situations.
Ability to take direction and use independent judgment to complete assigned tasks.
Excellent attention to detail.
Analytical and reasoning ability.
Ability to maintain confidentiality.
Ability to represent the department and University in a professional manner with tact and diplomacy.
Advanced skills in Microsoft Office Suite.
Strong computer skills and ability to adapt and learn new software quickly.

Nice To Haves

Bachelor’s degree from an accredited college or university in a business or health related field.
Four (4) or more years of general clerical and/or administrative experience .
Experience providing administrative and technical assistance to faculty and staff within a laboratory environment.
Experience coordinating travel and related purchasing and expense reimbursements.
Experience working in a healthcare or academic setting
Experience working with UCD software such as Marketplace and Concur
Knowledge of various CU Medicine, UCH and University policies, rules and regulations, as well as administrative structure is a plus.

Responsibilities

Work with a team of administrative professionals to support clinical faculty. This work includes, renewing annual memberships, calendar management and organizing faculty meetings.
Process office supply and/or education material orders as needed. Monitor and maintain office inventory, reordering when necessary.
Provide support to the Pediatric Division Administrator, Pediatric Clinical Program Manager,(s) and faculty, to include scanning documents, developing correspondence, travel coordination, and additional administrative duties as they come up.
Adhere to current financial policies and procedures; independently seek training and guidance on new policies and procedures which will include but is not limited to, submitting Travel Reimbursement and Credit Card Reconciliations for adult clinical faculty, and others as needed/requested.
Exercise a high-level of discretion regarding confidential department matters, examples include, but are not limited to personnel issues and knowledge of educational data.
Monitor faculty schedule for gaps and/or conflicts and proactively resolve schedule conflicts with little direction from the Pediatric Division Administrator and/or Pediatric Clinical Program Manager.