Job DescriptionThe University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.
Division of Gastroenterology & Hepatology has an opening for a full-time University Staff (unclassified) Administrative Assistant II position.
This class describes the third administrative assistant level. While the type of duties is similar to those performed by the Administrative Assistant I, the complexity of the job is different. The systems, operations, and processes are still established and defined but allow more flexibility and latitude in adapting practical approaches or routines for various situations. Not all circumstances are covered by established guidelines or they do not work so positions must improvise solutions and alternatives. Illustrations include, but are not limited to, positions that are authorized to make exceptions to eligibility requirements, quotas, and fees or charges; design work methods used by others; perform desk top publishing, including the design, layout, paste up, and editing of program documents; produce technical documents, such as scientific papers, use several software packages; release official information or documents that are legally confidential depending on the reason, requestor, and document requested; schedule facilities, such as class or conference rooms, by determining the eligibility of the event and group; plan events by writing specific orders and compiling operating expense data, arranging the logistics and equipment, selecting menus and caterers, designing decorations, scheduling the site, locating selected presenters, setting reservation deadlines, and making transportation and lodging arrangements for participants; create and sign correspondence without prior instructions where the content varies based on the nature of issue being addressed; and, complete the forms to adjust or transfer funds as restrictions change or to cover shortages, and authorize expenditures for office supplies.
Nature of Work
The purpose of this position is to provide a full-range of administrative support for the GI Division with an emphasis on heavy calendar management and scheduling for division leadership. This position will handle sensitive and confidential information with a high-level of discretion. Under the guidance of the Division Administrator, will execute various administrative processes from conception to completion, and will seek training and guidance on new policies and procedures. An individual who exercises personal responsibility and accountability, a high level of discretion, customer service skills, and a commitment to excellence is highly desirable.
Examples of Work Performed:
Administrative Responsibilities – 90%
Calendar management for division leadership and other division faculty as needed, responding to all requests in a timely manner.
Coordinate agendas as needed.
Meeting logistics (scheduling, room reservations, remote meeting setup, notification of members, agenda distribution, catering, etc.)
Manage Division room reservation requests
Monitor and prepare re-credentialing applications for the Hepatology faculty
Coordinate logistics for visiting professors and observerships (privileging, transportation, meeting invitations, etc.)
Route letters and documents in a timely manner.
Maintain clinical schedules using Excel, AMION, and other software as necessary. Distribute and communicate schedules on a regular basis.
Coordinate travel logistics, prepare and track expenditures, and prepare expense reimbursements.
Perform basic document editing, formatting, and creation.
Assist with basic administrative needs across the division including: mail retrieval and distribution; general office cleanup; supply ordering and organization.
Maintain shared division documents and electronic files.
Serve as an administrative point of contact for staff and faculty in the Division.
Performs other administrative and office duties as assigned.
Other Duties – 10%
Perform other duties as assigned by the Division Administrator
Perform other duties as assigned by the Director of Hepatology
Participate and contribute to Division staff meetings and initiatives.
This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.