Open Rank Administrative Assistant (Level I – Level III)

University of Colorado•Hybrid, CO

8d•$39,520 - $61,632•Hybrid

About The Position

This position plays a key role in supporting the Division of Infectious Diseases within a dynamic academic medical center. The successful candidate will serve as a trusted partner to faculty and staff leaders, ensuring the efficient day-to-day operation of the office. In this highly visible role, the employee will collaborate with faculty and staff across the division to plan impactful programs and events, manage administrative and operational functions, and serve as a central resource for faculty and staff across the division.

Requirements

Administrative Assistant I: One (1) year of professional experience in business operations support. A combination of related education and/or relevant experience in an occupation related to the work assigned equal to one (1) year.
Administrative Assistant II: Two (2) years of professional experience in business operations support. A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years.
Administrative Assistant III: Three (3) years of professional experience in business operations support. A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.
Applicants must meet minimum qualifications at the time of hire.
Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship and employment authorization for this position now or in the future.
Strong organizational and time management skills, with the ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
Excellent verbal and written communication skills, with the ability to interact professionally and effectively with faculty, staff, students, visitors, and external partners.
Ability to plan, coordinate, and execute meetings, events, and programs while effectively managing multiple logistical details and competing priorities.
Strong attention to detail and accuracy in managing information, procurement and travel expenses, documentation, and administrative processes.
Ability to exercise sound judgment, maintain confidentiality, work independently, and collaborate effectively within a team-oriented environment.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, with the ability to learn and utilize institutional systems and technologies.

Nice To Haves

Bachelor’s degree from an accredited institution.
Previous experience comprehensive administrative support, including calendar management, meeting coordination, scheduling, correspondence, and general office operations.
Experience in academic medicine and/or higher education environments.

Responsibilities

Provide comprehensive administrative support to faculty and staff leaders, including calendar management, meeting scheduling, correspondence, and coordination of virtual and in-person meetings.
Coordinate division meetings, programs, and events—including faculty meetings, orientations, retreats, wellness initiatives, and other activities—managing logistics, venues, catering, rentals, promotion, and on-site support in partnership with division leadership and the Faculty Wellbeing Director.
Manage day-to-day office operations and shared spaces, including facilities requests, copier and conference room support, meeting technology, inventory and supply procurement, mail distribution, and coordination with IT and other campus service providers.
Coordinate end-to-end logistics for faculty candidate interviews, including interview itineraries, travel and lodging, hosted meals, candidate job talks, on-site support, and travel and expense reimbursements.
Lead new faculty onboarding, including orientation, workspace preparation, technology and equipment setup, badging, onboarding materials, and guidance on campus resources and administrative processes.
Reconcile procurement, travel, and other divisional expenses in accordance with established policies and coordinate division social media communications, including content planning, creation, scheduling, and posting.
Provide backup coverage to ensure continuity of administrative and operational functions, while supporting special projects and performing additional duties as assigned.