Advanced Recruitment (SOAR) Operations Team Lead

University of Colorado

19d•Hybrid

About The Position

The Operations Team Lead for the School of Medicine (SOM) Office of Advanced Recruitment (SOAR) provides an extensive array of professional support, high-value recruit project management, and other administrative and operational support to the SOAR Co-Directors and the SOM Chief of Staff. This role reports directly to the SOAR Co-Directors and utilizes exceptional levels of professionalism, customer service, and confidentiality to oversee and support a variety of tasks and initiatives, including leading or supporting executive-level leadership recruitments, event planning, special functions, and administrative activities on behalf of the SOM. The Operations Team Lead is responsible for operations and special projects as assigned by the Dean, the Chief of Staff, and SOAR.

Requirements

Graduation from an accredited college or university with a bachelor’s degree.
Three (3) years of full-time office management experience in an academic or business office setting.
Three (3) years of experience coordinating and organizing events.
Three (3) years of experience organizing and executing special projects.
Three (3) years of training experience.
Experience may be obtained simultaneously.
Substitution: 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.
Exceptional attention to detail.
Outstanding customer service skills.
Ability to work independently and successfully with reliable professional judgment in difficult personal situations.
Advanced written, verbal, and professional interpersonal skills.
Strong knowledge of database management with the ability to query reports and utilize data.
The ability to navigate a complex and fast-moving work environment.
Excellent organization skills and the ability to effectively prioritize.
Exercise judgment and independent initiative; handle sensitive matters that require confidentiality.
Proven knowledge of Microsoft Office Products, including Outlook, Word, Excel, and PowerPoint.
Advanced ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

Nice To Haves

Prior management experience within the University of Colorado.
Experience with coordination and/or implementation of training plans and functions.
Prior experience in higher education.
Experience using a procurement system (i.e., Marketplace).
Experience using travel expense systems (i.e., Concur).
Experience scheduling and managing calendars for senior leadership in an organization.

Responsibilities

Organize and oversee detailed, focused logistics (i.e., communications, agendas, events, travel, dining, accommodations, and all detailed logistics related to the recruitment experience) for high-value and executive SOM recruits.
Oversee and provide informal leadership to the team members, including managing day-to-day priorities, evaluating and redistributing workloads on a temporary basis, and mentoring staff.
Provide feedback to leadership on candidate experiences and team performance, identify training and development needs, and lead team support activities, including SOAR planning and administrative office functions.
Lead and oversee executive-level recruitments and processes. Ensures that recruitments are facilitated with the highest standards of professionalism and in accordance with the Dean’s direction for senior leadership or high-value positions, including Department Chairs, Senior Associate Deans, Associate Deans, and others as identified by and in support of the Dean.
Maintain list and biographies/descriptions of faculty, programs, and centers within the School of Medicine for use in recruiting materials.
Administrative oversight of staff and process for SOAR Committee meetings, including agenda preparation and validation of minutes with Chief of Staff review and oversight. Provide high-level professional support and attend meetings as necessary.
Ensure appropriate storage and retrievability of official SOAR and SOM documents and/or artifacts.
Assist with the SOM Dean’s office events along with the administration team for the Dean, i.e., holiday appreciation lunch, retirements, welcomes, and other official functions.
Oversee, coordinate, and facilitate the creation of slides and other presentation materials on behalf of SOAR, the Dean, or Chief of Staff for a variety of presentations.
Participate in events for the Dean. Follow up on events and activities.
Develops, communicates, and disseminates a variety of reports.
Research and complete ad hoc projects and special analyses at the request of the Dean, Chief of Staff, or SOAR leaders.
Management and oversight of SOAR program budgets and speedtypes for regular reporting to the Chief of Staff and the Director of Finance and Administration. Manage journal entries as needed.
Manage and develop SOAR budget and expenses. Performs oversight of other program area budgets reporting to the Dean’s Office.
Provide support for fiscal tracking, procurement activities, and other duties as identified.
Provide approvals of office marketplace and procurement card transactions for SOAR and the Dean’s Office. Monitor administrative budgets as needed and as appropriate.
Liaison for ad hoc event planning and budgeting.