Administrative Support Professional

University of Colorado•Aurora, CO

1d•Onsite

About The Position

The Department of Biomedical Informatics is seeking applications for an Administrative Support Professional. This full-time, University Staff position is responsible for assisting the Department Chair and Vice Chairs of the Department of Biomedical Informatics located at the University of Colorado Anschutz Medical Campus. Providing high-level, confidential support, which requires knowledgeable discretion and insightful judgment, attention to detail, grace under pressure, and the ability to multi-task, prioritize, exercise appropriate initiative, and, once acclimated will work with significant independence within the scope of the position. This position is responsible for heavy calendar management, prioritization of daily appointments and organizing complex, time-sensitive meetings with internal and external executives/faculty members.

Requirements

A bachelor’s degree from an accredited institution in business administration, business, communication or a related field.
A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year-for-year basis. A master's degree in a directly related field from an accredited institution may be substituted for up to two (2) years of experience.
At least two (2) years of executive or C-Suite administrative experience in an academic, health care, and/or business-related environment.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Present and maintain a professional, polished, and positive demeanor/disposition while working with internal and external stakeholders in a dynamic, high-paced environment.
Ability to handle sensitive and confidential issues professionally.
Ability to prioritize and get back on task after interruptions.
Excellent organizational skills and the ability to manage multiple projects simultaneously.
Excellent attention to detail.
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.
Ability to work with a diverse group and competing interests.
Flexibility and the ability to adapt to various situations.
Excellent interpersonal (verbal and written) communication skills.
Excellent customer service 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 proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Outlook.
Ability to plan, develop and coordinate multiple projects and meet deadlines.
Ability to make administrative/procedural decisions/judgments on sensitive and confidential issues.
Ability to manage a high volume of information coming in and going out of the administrative office
Ability to monitor ongoing inquiries and ensure they have been addressed in a timely and effective manner.

Nice To Haves

At least three (3) years of executive or C-Suite administrative experience in an academic, health care, and/or business-related environment.
Professional and progressively responsible project management experience.
Experience making travel arrangements and travel reimbursements.
Experience working in an academic medical environment.

Responsibilities

Provide primary administrative and calendar management support to the Chair Vice Chair(s) and DFA in DBMI, responding to all requests in a timely manner.
Coordinate and prioritize a high volume of meeting requests based on knowledge of relationships with various stakeholders
Plan and organize meetings, reserve locations, order refreshments, prepare meeting materials, and provide timely notification of meeting times, dates, or location changes.
Records, transcribes, and distributes meeting minutes/ materials promptly.
Provided support on travel schedule, including conference bookings, airfare, and hotel accommodations, ensuring the travel was well-organized and optimized time and trip effectiveness. And process reimbursement promptly after the conference is completed.
Assist the leadership team with special projects and perform other related work as assigned and/or required by the nature and scope of the position.
Provides administrative support functions, such as sorting and distributing mail, establishing and ordering office and breakroom supplies and swag, maintaining adequate inventory levels, etc.
Provides general administrative support for Department faculty meetings, townhall, annual retreats, and other departmental events.
Assists HR Specialist with scheduling for recruitment
Other duties as assigned.