Peds Office Coordinator

University of Colorado•Aurora, CO

1d•Hybrid

About The Position

This position is responsible for office coordination and providing essential support to the Vice Chair of Pediatric Anesthesiology, the Vice Chair of Quality and Safety, the Chief Medical Information Officer for Children’s Hospital Colorado, and the Pediatric Division Administrator. The Assistant to the Office Coordinator and Vice Chair of Pediatric Anesthesiology will provide centralized Division support for services regarding clinical programs, faculty affairs, recruitment, travel administration, educational programs, and special events. This position works under the direction of the Vice Chair of Pediatric Anesthesiology and Pediatric Division Administrator.

Requirements

A bachelor’s degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, 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 level experience supporting faculty in an academic medical institution (Intermediate Level)
2 years of professional level experience supporting faculty in an academic medical institution (Senior Level)
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 prioritize multiple projects and tasks with independent judgment based upon a complex set of competing time and resource requirements and to handle changing workloads and demands as necessary. Must be able to determine most efficient sequence of duties on any given day and recognize when to delegate tasks.
Maintain highest level of confidentiality and recognize which information must be kept confidential.
Ability to manage schedules
Expert level of proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and various Internet browsers.
Exceptional professional attitude and the ability to work collaboratively, harmoniously, and effectively as part of a team is essential.
Flexibility to adapt to changing workloads and management schedules.
High degree of professionalism, resourcefulness, tact, and diplomacy.

Nice To Haves

2 - 3 years of experience supporting multiple executives or faculty, planning meetings, coordinating calendars, preparing travel arrangements, and providing assistance on special assignments (Intermediate Level).
Advanced computer skills.
Experience working in an academic medical center.
Experience utilizing Concur and/or CU Marketplace
3-5 years of experience supporting multiple executives or faculty, planning meetings, coordinating calendars, preparing travel arrangements, and providing assistance on special assignments (Senior Level).
Advanced computer skills.
Experience working in an academic medical center.
Experience utilizing Concur and/or CU Marketplace

Responsibilities

Scheduling and coordinating Pediatric Division Attending Faculty meetings, All-Division Faculty meetings, and any additional ad-hoc faculty meetings as requested by the Division Administrator and/or Vice Chair of Pediatric Anesthesiology. Meeting coordination to include room setup, audio-visual equipment arrangements, virtual host/chat management, catering, slide distribution, collection of attendance, and any requisite follow-up
In partnership with the Faculty Affairs & Recruitment Specialist, provide support for tasks such as arranging travel and itineraries for high-level recruitments and visiting dignitaries, to include processing travel request documents, travel expense summaries, and making required travel arrangements to include transportation, lodging, and itinerary needs; as well as coordinate specific components of faculty onboarding such as ordering of office keys, facilities management for office setup, creation of office signage, and other onboarding tasks
Assuming ownership of prep and distribution of any necessary meeting materials as requested by the Vice Chair of Pediatric Anesthesiology and/or the Division Administrator and managing workflow of any documentation requiring signature by the Vice Chair of Pediatric Anesthesiology
Managing the annual PRISM Review process to include distribution, collection, and reporting of over 100 faculty annual performance reviews
Overseeing implementation of communications to faculty on behalf of the Vice Chair of Pediatric Anesthesiology and/or Division Administrator
Knowledge and technical skills in mail-merge, Docusign, PowerPoint and other campus systems