Department Operations Specialist

University of Colorado•Hybrid, CO

5d•$61,616 - $94,951•Hybrid

About The Position

The University of Colorado Department of Neurosurgery is looking for a creative, innovative team player. This is a full-time University Staff position located at the CU Anschutz Medical Campus. The Business Services Professional provides critical operation support to the Department of Neurosurgery, Office of the Chair in a variety of areas including daily office operations, executive support, and finance. This position is responsible for the oversight and implementation of general administrative processes for the office of the Chair. This person acts independently and exercises initiative to achieve Department of Neurosurgery goals and missions, maintains confidentiality, and establishes and maintains positive working relationships. This position supports the Chair, Vice Chair of Clinical Operations and the Vice Chair of Finance and Administration. This position collaborates with multiple departments, executive assistants, and all levels of University Staff and leadership. This position is responsible for complex scheduling at a high level. This position coordinates, plans and executes meetings, official functions on and off campus in compliance with university policies. This position provides office oversight for facility management, requesting office keys, and setting up telephones for new faculty and staff. This position creates and maintains department records according to the record retention policy. This position assists with project management tasks as assigned.

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 and 3-5 years of professional administrative experience (Principal Professional level).
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 and 2 years of professional administrative experience (Senior Professional level).
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.
Demonstrated commitment and leadership ability to advance diversity and inclusion.
Ability to remain calm in difficult situations
Strong organizational skills, with the ability to manage multiple tasks and deadlines.
Professional demeanor with the ability to handle sensitive and confidential information.
Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook) and other office technologies.
Willingness to advance skills in current technology and developing AI programs.

Nice To Haves

Master’s degree in business, business administration, education, social sciences, healthcare administration, public administration, communications, or a related field from an accredited institution.
Previous experience with administrative and/or faculty program support in an academic or medical setting.
Experience implementing organizational operations and procedures
Experience with high level scheduling

Responsibilities

Provide administrative support to the Department Chair, including managing schedules, coordinating meetings, screening and prioritizing email communications and correspondences, ensuring prompt and appropriate responses
Organize and maintain files, records, and documentation to ensure easy accessibility and retrieval.
Accurately input and update information into databases, spreadsheets, and other systems as required.
Draft and proofread business correspondence, reports, and presentations to maintain a professional and polished image.
Coordinate travel plans and accommodations for the Chair.
Coordinate travel for Chair related instances.
Order and manage office supplies and equipment, ensuring adequate inventory levels.
Maintain and organize office files, records, and documentation for the department administration.
Manage the conference room reservation system for the department’s conference rooms.
Budget maintenance and follow-up of financial transactions related to procurement and program expenses for the department chair.
Tracking department chair travel to maintain compliance with departmental policy
Coordinate, plan and execute meetings, official functions on and off campus in compliance with university policies.
Provide office oversight for facility management, requesting office keys, and setting up telephones for new faculty and staff.
Create and maintain department records according to the record retention policy.
Assist with project management tasks as assigned.
Coordinate, plan and execute approximately 2-4 larger events per year (~50 guests) which may require ordering catering, assisting with room reservation and setup; greeting and registering guests.
Process official function forms and alcohol approval forms.
Manage event budgets.