Department Administrator (Program Assistant I)

University of Colorado•Aurora, CO

2d•Onsite

About The Position

The School of Dental Medicine (SDM) has an opening for a full-time Department Administrator (Program Assistant I) to support the Department of Restorative Dentistry. This role provides comprehensive administrative and technical support, including financial coordination, scheduling, academic support, onboarding, alumni relations, and continuing education, to the department chair, faculty, students, and staff. The Department Administrator serves as a key resource for faculty and learners by ensuring smooth day-to-day administrative operations in support of the department’s academic mission. The position focuses on independently organizing, implementing, and coordinating departmental administrative functions while supporting faculty in an academic medical environment. Using institutional systems and reporting tools, the Department Administrator manages workflows, supports program operations, and collaborates closely with faculty and staff to promote efficiency, quality, and effective communication. This is a faculty- and resident-facing, 100%25 onsite position located on the University of Colorado Anschutz Medical Campus. Hours are based on business need, typically Monday through Friday between 8:00 a.m. and 5:00 p.m.

Requirements

Four (4) years of general clerical or administrative experience.
Appropriate education will substitute for the required experience on a year-for-year basis.
Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.
Applicants must meet minimum qualifications at the time of hire.
Ability to analyze, interpret, and evaluate a broad range of rules, and regulations in order to exercise good judgment in applying them to administrative and academic program coordination.
Knowledge of the professional standards, concepts, and practices of business administration; Commitment to supporting and meeting work clinic operational needs (i.e., attendance, patient-focused).
Ability to communicate effectively, both in writing and orally, including public speaking.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Demonstrated commitment and leadership ability to advance diversity and inclusion.
Ability to maintain a high level of confidentiality while working with sensitive information.
Ability to take initiative with daily work activities and collaborates to create a positive effect on team performance.
Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours worked per week as minimum experience is calculated on a 40 hour/week basis.

Nice To Haves

Five (5) years of general clerical or administrative experience working in an academic/medical environment.
Experience processing and reconciling financial information and transactions.
Experience working with faculty, staff, and students in a medical or dental environment.
Thorough knowledge of current academic support methods and best practices.
Knowledge of professional standards, concepts and practices related to supervision.
Knowledge of applicable Federal and State laws and regulations.

Responsibilities

Coordinate, communicate, and troubleshoot department events (i.e., orientation, onboarding, course enrollment, learning opportunities, presentations, catering, etc.) logistics and execution.
Use SDM and university business applications and technologies (i.e., Microsoft Outlook Calendar, Zoom/TEAMS, Canvas, Axium, clinic scheduling system, HCM) to coordinate and manage department administrative activities and events (i.e., ordering department materials/supplies, clinic scheduling, department leave and timesheets)
Oversee and manage department specific faculty onboarding and orientation (i.e., scheduling, trainings, communication, documentation) activities, in collaboration, with SDM stakeholders (i.e., human resources, finance, academic affairs, student affairs).
Ensures faculty compliance requirements are current and updated.
Learn, manage, interpret, and communicate department, school, and university policies and processes with the department chair and other key stakeholders.
Oversee, approve, track, and reconcile department spending (i.e., faculty development funds, travel and credit card transactions, purchase requisitions/orders, dental materials/supplies) and accounting.
Learn and use multiple SDM business applications and technologies (i.e., WebAdmit system, SharePoint, department space reservations, Microsoft Office Suite, campus student information systems) to execute assigned administrative responsibilities (i.e., resource, file management, submit program changes university offices and external agencies).
Independently act on incoming inquiries and requests from faculty, staff, students, vendors and the public by collecting and exchanging information, referring and investigating solutions, advising and guiding to resolve complaints and problems and serve as an information source to other departments.

Benefits

Medical: Multiple plan options
Dental: Multiple plan options
Additional Insurance: Disability, Life, Vision
Retirement Plans: State pension (PERA Defined Benefit) or 401(a) - Employer contributes between 10%25 and 21.5%25 of your gross pay
Paid Time Off: Accruals over the year
Vacation Days: Between 12/year and 24/year (maximum accrual between 192 hours and 384 hours) – specific amount depends on length of total State of Colorado service
Sick Days: 10/year (360 hour maximum accrual)
Holiday Days: 15/year
Tuition Benefit: Employees have access to this benefit on all CU campuses
ECO Pass: Reduced rate RTD Bus and light rail service
There are many additional perks & programs with the CU Advantage.