Open-Rank Intermediate and Senior Business Services Professional

University of Colorado

3d•Hybrid

About The Position

The Business Services Coordinator is a critical member of the Division of Academic Specialists in Obstetrics & Gynecology, serving in a multifaceted role providing operational support in human resources, procurement, budgetary tracking, reporting, and overall coordination of the division-level administrative operations. The position requires initiative to achieve division-level goals and objectives, maintaining confidentiality, and establishing and maintaining positive working relationships. This role oversees the functionality of daily business tasks, requiring considerable organization, focus, independence, analytical and technical skills, and the ability to assist in troubleshooting complications. A working knowledge of all current University policies relevant to business services, including procurement, human resources, budget, events, and travel, is essential. The position requires building and maintaining professional relationships with faculty, fellows, and staff, subscribing to a team approach. The ideal candidate possesses project management skills, effective analytical and problem-solving skills, works well under pressure, and can handle complex and concurrent tasks.

Requirements

A bachelor’s degree in business, business administration, finance, accounting, education, social sciences, public administration, communications, or a directly related field from an accredited institution
1 year of business administrative experience in an academic setting with fiscal responsibilities (Intermediate Level)
2 years of business administrative experience in an academic setting with fiscal responsibilities (Senior Level)
A combination of education and related experience may be substituted for the bachelor’s degree on a year-for-year basis, but not for the required experience
Applicants must meet minimum qualifications at the time of hire
Applicants must be legally authorized to work in the United States without requiring sponsorship
Demonstrated ability to independently perform a wide range of responsibilities
Excellent verbal and written communication skills
Proven ability to maintain cooperative working relationships both internally and externally
A positive, highly motivated, energetic, and collaborative professional attitude
Ability to coordinate and collaborate with multiple internal and external parties
Ability to perform in a fast-paced, challenging, and diverse environment
Must exercise independent judgment and discretion when deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems
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

6 months of Experience in HR operations, processing or supporting payroll or hiring processes (Intermediate Level)
One (1) year of Experience implementing organizational operations and procedures (Intermediate Level)
One (1) year of Experience with QGenda scheduling software (Intermediate Level)
One (1) year of Experience with Survey Monkey for faculty recruitment evaluations (Intermediate Level)
One (1) year of Experience with Concur travel and expense reimbursement system (Intermediate Level)
One (1) year of Experience in HR operations, processing or supporting payroll or hiring processes (Senior Level)
One (1) year of Experience implementing organizational operations and procedures (Senior Level)
One (1) year of Experience with QGenda scheduling software (Senior Level)
One (1) year Experience with Survey Monkey for faculty recruitment evaluations (Senior Level)
One (1) year of Experience with Concur travel and expense reimbursement system (Senior Level)
Two (2) years of ambulatory clinic experience (Senior Level)
One (1) year of EPIC Cadence to include template building and surgery scheduling (Senior Level)

Responsibilities

Execute projects assigned by the Division Chief or Division Administrative Director
Determine the appropriate steps and/or stakeholders necessary to accurately complete projects
Handle/maintain/develop routine correspondence and materials, sensitive and confidential employee information, and employee personnel files
Manage recruitment postings, interviews, and candidate dispositioning for Faculty
Perform the recruitment and onboarding functions for Faculty
Effectively handle sensitive and confidential issues on behalf of the division with timeliness, discretion, and professionalism
Perform procurement functions, including travel card, procurement card, purchase orders, and associated budget management (speed type audits/reports, allowable expenditures, etc.) for the division
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 the primary point person on administrative questions/issues as they arise for the division
Support the Division Chief and Division Administrative Director with calendar management
Coordinate division-level didactic schedules, outreach touch base meetings
Assist with QGenda/Amion Schedules
Experience with Survey Monkey for faculty recruitment evaluations
Experience with Concur travel and expense reimbursement system
Invoice and reconcile contract payments in partnership with the Division Administrative Director
Assist in the education, vacation, and sick leave reporting for the division
Provide policy information to the faculty members of the division and direct them to the appropriate CU Anschutz resources in partnership with the division chief and division administrative director
Division-level event coordination
Pay for dues, conference registrations, classes, license fees, etc. with University procurement cards
Assist with the creation of reimbursement reports in Concur
Assist with booking travel for conferences
Assist with the creation of conference travel reports in Concur
Other duties and projects as assigned
Assist with staff and faculty position management, including but not limited to maintenance of job descriptions, monitoring of job postings, and administrative components of closing out hires (Senior Level)
Serve as primary resource for clinical scheduling and call scheduling responsibilities (Senior Level)
Assist with identifying issues related to operational efficiency and share results with Divisional leadership (Senior Level)
Assist with developing or improving protocol-specific systems or standard operating procedure documents, including process flows, training manuals, and other shared resources (Senior Level)