Administrative Professional III - Information Services & Technology

National Jewish Health•Denver, CO

5d•$25 - $33

About The Position

National Jewish Health is seeking a detail-oriented, tech-savvy, flexible, and proactive individual for the position of Administrative Professional III in the Information Services and Technology department. Qualified candidates will be motivated by: the smallest detail being executed to perfection; effectively juggling multiple priorities through to completion; and successfully anticipating the needs of others. In this role, the Administrative Professional III will: Manage the department operating budget by tracking all payments and purchases against the anticipated costs across multiple cost account codes. Accurately and consistently enter all payments and purchases into the financial system (PeopleSoft). Oversee and maintain on-call schedule and leave for entire department. Oversee and maintain the departmental Policy and Procedure library. Document and distribute management meeting notes. Oversee and update all staff meeting dates and locations. Oversee special departmental activities with other team members. Provide clerical assistance to all leaders in the department. As the leading respiratory hospital in the nation for 126 years, National Jewish Health is the only facility in the world dedicated exclusively to groundbreaking medical research and treatment of patients with respiratory, cardiac, immune and related disorders. Our team is comprised of individuals who are committed to making a difference to change the lives of patients worldwide. Position Summary Provides advanced level direct support as an Administrative Professional to management level and faculty positions with minimal supervision. May assist faculty with grant applications and grant submission processes. Serves as a liaison to various internal and external customers. Essential Duties Types correspondence, memos, reports, manuscripts, grants, presentations, speeches or other documents to include formatting documents, spelling and punctuating accurately, proofreading and editing final copy. May use sophisticated software requiring a high degree of independent functioning. May assist with the grant submission process by coordinating application segments. Ensures that grants are filled out correctly on the proper forms. May complete and route Internal Research Review forms, obtaining the appropriate approvals. Tracks and confirms acceptance of the grant by the sponsor. Answers, screens and routes phone calls, takes messages, schedules appointments, and manages calendars. Duplicates documents, processes and distributes mail, sets up and maintains filing systems. Is responsible for trouble-shooting office equipment problems. Makes travel arrangements, arranges travel itineraries for management and/or faculty, as well as outside visitors or speakers. Is responsible for setting up conferences, seminars, dinners and/or special programs and producing event announcements. Prepares itineraries including scheduling interviews, seminars and announcements. Orders supplies from internal and external sources and processes reimbursements. Maintains financial records and may monitor expenditures and reimbursements. Works with departmental managers/directors to ensure compliance with institutional and departmental policies and procedures. This may include working with managers/directors of affiliate and observer programs as well as mentorship and/or training programs. May assist clinical faculty with credentialing paper work. May assist faculty with the preparation of promotional and periodic review packets and prepares packets for submission, demonstrating a knowledge of current guidelines pertinent to the respective institution. Acts as a team member providing back up for staff absences and vacancies, as needed. Other Duties Performs other duties as assigned

Requirements

High School diploma required.
5 years of administrative assistant or related office setting experience required.

Responsibilities

Manage the department operating budget by tracking all payments and purchases against the anticipated costs across multiple cost account codes.
Accurately and consistently enter all payments and purchases into the financial system (PeopleSoft).
Oversee and maintain on-call schedule and leave for entire department.
Oversee and maintain the departmental Policy and Procedure library.
Document and distribute management meeting notes.
Oversee and update all staff meeting dates and locations.
Oversee special departmental activities with other team members.
Provide clerical assistance to all leaders in the department.
Types correspondence, memos, reports, manuscripts, grants, presentations, speeches or other documents to include formatting documents, spelling and punctuating accurately, proofreading and editing final copy.
May use sophisticated software requiring a high degree of independent functioning.
May assist with the grant submission process by coordinating application segments.
Ensures that grants are filled out correctly on the proper forms.
May complete and route Internal Research Review forms, obtaining the appropriate approvals.
Tracks and confirms acceptance of the grant by the sponsor.
Answers, screens and routes phone calls, takes messages, schedules appointments, and manages calendars.
Duplicates documents, processes and distributes mail, sets up and maintains filing systems.
Is responsible for trouble-shooting office equipment problems.
Makes travel arrangements, arranges travel itineraries for management and/or faculty, as well as outside visitors or speakers.
Is responsible for setting up conferences, seminars, dinners and/or special programs and producing event announcements.
Prepares itineraries including scheduling interviews, seminars and announcements.
Orders supplies from internal and external sources and processes reimbursements.
Maintains financial records and may monitor expenditures and reimbursements.
Works with departmental managers/directors to ensure compliance with institutional and departmental policies and procedures.
This may include working with managers/directors of affiliate and observer programs as well as mentorship and/or training programs.
May assist clinical faculty with credentialing paper work.
May assist faculty with the preparation of promotional and periodic review packets and prepares packets for submission, demonstrating a knowledge of current guidelines pertinent to the respective institution.
Acts as a team member providing back up for staff absences and vacancies, as needed.
Performs other duties as assigned

Benefits

Comprehensive Medical Coverage: Multiple Cigna health plans for Colorado, regional office and remote employees. Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA) available to pair with some plans.
Paid Time Off: Generous PTO accruals to use for vacation and sick days, and six paid holidays, all compliant with Colorado state sick leave regulations.
Dental & Vision Plans: Coverage effective the first of the month after hire.
Retirement Savings: 403(b) plan with employer contributions after two years.
Wellness Incentives: Earn up to $200 annually for preventive health activities.
Tuition Reimbursement: Up to $5,250 annually for full-time and part-time employees.
Child Care Assistance: Childcare Flex Spending Account (FSA) with annual employer contribution.
Loan Forgiveness: Public Service Loan Forgiveness (PSLF) eligible employer.
Disability & Life Insurance: Employer-paid plans and optional buy-up choices.
Voluntary Benefits: Full suite of coverage options such as Accident, Hospital Indemnity and Legal Plan Exclusive Discounts: Savings on local services, insurance, and RTD bus passes.