Administrative Assistant III

Job Summary:

The G.I., Trauma, and Endocrine Surgery (GITES) Division is looking for an Administrative Assistant III. This position will be responsible for administrative and scheduling tasks for the faculty in the Division of GITES.

Positions at this level have the authority to design and implement, without prior approval, the general office, and administrative operations to accomplish the unit's work. Work includes, but is not limited to, creating and revising office procedures and writing office procedure manuals, designing forms; establishing general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit's allotted funds by authorizing (signing) operating expenditures for such things as office supplies, calculating estimated office operating expenses for the annual budget request; and, designing the physical layout of the unit's work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

Key Responsibilities:

Admin Support: 70%

• Provide day-to-day program support to the Division Chief of GI, Trauma & Endocrine Surgery, support the faculty of GITES (Bariatrics, Colorectal, MIS, Endocrine).

• Create quarterly, monthly, bi-weekly, and weekly meetings for the appropriate staff across GITES (Bariatrics, Colorectal, MIS, Endocrine).

• Clinical on-call scheduling for attendings and residents using software (QGenda).

• Assist the Division Administrative Director, Business HR Partner and other administrative staff with project support, data gathering, entry, electronic records, and administrative support.

• Point of contact to answer general questions, schedule management, and facilitate/escalate urgent support requests of faculty to the appropriate support team and or manager.

Office Operational Duties: 30%

• Act as a first point-of-contact for the Division Chief of GI, Trauma & Endocrine Surgery, support the faculty of GITES (Bariatrics, Colorectal, MIS, Endocrine).

• Create and/or revise office procedures and filing systems as needed.

• Process and generate maintenance requests.

• Monitor surgery administration Outlook inbox, and divisional mail distribution.

• Manage and process all EMS requests for the division.

• Responsible for procurement of goods and services for the division and reconcile expenses.

• Order catering for various meetings.

• Support divisional administrative operations including events, contracts, vendor agreements, invoicing, supply ordering, and administrative operations.

Work Location:

Onsite - this role is expected to work onsite and is located in Aurora, CO.

Hybrid - this role is potentially eligible for a hybrid schedule, 3 days per week on campus, 2 days a week remote. This position will be required to be in-person for the first several months and as needed for in-person meetings. Approval for hybrid eligibility will be dependent on decision of the supervisor and department of surgery and may be affected by return-to-campus policy updates.

Why Join Us:

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation, and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options

• Dental: Multiple plan options

• Additional Insurance: Disability, Life, Vision

• Retirement 401(a) Plan: Employer contributes 10% of your gross pay

• Paid Time Off: Accruals over the year

• Vacation Days: 22/year (maximum accrual 352 hours)

• Sick Days: 15/year (unlimited maximum accrual)

• Holiday Days: 10/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.

Qualifications:

Minimum Qualifications:

• Three years of experience in an occupational field related to the work assigned to the position.

• Substitution: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience with scheduling meetings using Microsoft Outlook for multiple managers.

• Ability to work with and establish positive relationships with physicians and providers.

• Utilize and comprehend medical terminology to assess task or request priority.

• Experience handling day-to-day financial transactions of an organization. including invoicing, reporting, preparing budgets, receiving, and handling.

• Experience with Teams, Zoom, EMS Web, and Concur and related software.

• Knowledge, Skills, and Abilities:

• Intermediate to advanced computer proficiency with Microsoft Office.

• 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.

• Demonstrated commitment and ability to advance diversity and inclusion.

• Effectively coordinate changing priorities, work on multiple tasks simultaneously, and meet tight deadlines.

• Able to work with reliable and professional judgment both independently and collaboratively.

• Knowledge of general office procedures, protocol, and professionalism.

• Able to prioritize requests based on the needs of the department and manager's preferences.

• Experience applying critical thinking to tasks and calendar prioritization.

• Excellent attention to detail, organizational, and time management skills.

• Knowledge of and abides by all HIPAA regulations & policies.

How to Apply:

For full consideration, please submit the following document(s):

A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position.

Curriculum vitae / Resume

Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address.

Questions should be directed to: Natalie Deschaine, natalie.deschaine@cuanschutz.edu

Screening of Applications Begins:

Screening will begin immediately and continue for 7 days following the initial posting.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $50,856 - $58,982.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.