Business Services Professional – 1.0 FTE

University of Colorado•Colorado Springs, CO

1d•$56,995 - $76,374•Hybrid

About The Position

The Business Services Professional will provide administrative support across two divisions, with approximately 60% of time dedicated to the Division of Family Planning (FP) and 40% dedicated to the Division of Maternal-Fetal Medicine (MFM). Responsibilities will be prioritized and coordinated to meet the operational needs of both divisions. The position exercises initiative to achieve division level goals and objectives, maintains confidentiality, and establishes and maintains positive working relationships. This position will oversee the functionality of daily business tasks and requires considerable organization, focus, independence, analytical and technical skills, and the ability to assist in troubleshooting complications as they arise. This position requires, upon hire, a working knowledge of all current University policies relevant to business services, including but not limited to procurement, human resources, budgeting, events, and travel.

Requirements

Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
1 year of professional business administration, project management/coordinator, budget or fiscal experience.
Applicants must meet minimum qualifications at the time of hire.
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.
Outstanding customer service skills.
Excellent computer skills, proficiency using both a Mac and PC, including all Microsoft Office applications, and ability to quickly understand and operate specified University operational and web-based systems.
Demonstrated ability to independently perform a wide range of responsibilities.
Excellent verbal and written communication skills
Ability to coordinate and collaborate with multiple internal and external parties.
Ability to manage and perform a variety of routine and complex assignments with considerable independent judgment
Must be detail-oriented with exceptional organizational skills.

Nice To Haves

A master’s degree from an accredited college or university in health administration, business, public health, or related field.
Progressive administrative experience within a healthcare or university setting.
Project/change management experience or certifications.
Experience supporting fiscal and budget operations.
Experience working with CU systems related to procurement, finance, events, HR, etc.

Responsibilities

Execute projects assigned by the Division Chief or Administrative Director.
Determines the appropriate steps and/or stakeholders necessary to accurately complete projects.
Effectively handle sensitive and confidential issues on behalf of division with timeliness, discretion, professionalism.
Supporting the facilitation of project meetings; coaching project teams to define and track measures of change success.
Building relationships with stakeholders.
Helping to set and manage roles, responsibilities, and expectations among project team members.
Participating in the creation of reports and updates to leaders, project team members, and other stakeholders, as necessary.
Helping to track project performance at regular intervals to ensure that key milestones are met.
Ensuring deliverables are met on time, within scope, and on budget.
Integrating change management activities into project plans.
Perform other projects as assigned.
Perform procurement functions including travel card and procurement card reconciliation for all department members, purchase orders and associated budget management (speedtype audits/reports, allowable expenditures, etc.) for the division.
Analyzes and interprets department budgets to forecast spending projections and needs (i.e., professional development funds, contract income, division level expenses).
Invoice and reconcile contract payments in partnership with the Division Administrative Director.
Manage and coordinate business-related travel for Division faculty and staff; which includes booking airline reservations, solving travel challenges, processing travel expenses and reimbursements, and maintaining accurate records of expenditures (e.g. Professional Development Funds).
Process mileage reimbursements for division staff and faculty members.
Support data collection and analysis related to patient volumes, transport volumes, and other metrics as assigned.
Participate in organized training and meetings to learn new aspects related to the job and retain current information on research, academic policies and procedures, and general campus operations.
Field phone calls, emails, and general questions sent to the division.
Serve as primary point person on administrative questions/issues as they arise for the division.
Support the Division Chief and Division Administrative Director with calendar management.
Create, manage, and coordinate Division schedules, including inviting faculty to lectures, coordinating division meetings, fellowship meetings, research series, and miscellaneous items.
Manage didactics calendar in partnership with the Fellowship Directors.
Maintain all files (electronic and paper) related to or used by the division which includes membership renewals, credentialing records, certificates, dossier, and expenses.
Coordinate division level didactic schedules, outreach touch base meetings, outreach clinics and other stakeholders.
Develop and manage QGenda/Amion Schedules for Family Planning Division. In collaboration with Practice Manager, Division Chief and Division Admin, monitor staffing and resources and adjust scheduling in QGenda/Amion to support continuous clinic/business operations.
Track faculty BLS certifications and schedule renewal training as needed.
Provider credentialing.
Oversee division level event coordination.
Responsible for full-cycle event planning and management, from concept to implementation.
Manage vendor selection, venue selection, large-scale catering, and day of logistics for Division, this would include managing resources, budgets, timelines, contracts, billing, vendors, etc.
Book vendors and handle payment; book reservations for travel, hotels, rental cars, and special events.
Oversee day of logistics (event setup and teardown), such as badge access entry and payment.
Ensure that all room reservations/setup/configuration (i.e., audiovisual and computer equipment, seating, etc.) and all necessary paperwork (such as official Function forms) are completed in advance of all events.
Promote events, which includes sending out invites, tracking RSVPS, and sending out reminders to list serves
This role would be responsible for risk management and compliance for events, including ADA, Fire Code, University guidelines, etc.