Administrative Support & Events Coordinator

University of Colorado Anschutz Medical Campus

School of Medicine | Department of Medicine | Division of Rheumatology

Job Title: Administrative Support & Events Coordinator

Position: #00800841 - Requisition: #34632

Job Summary:

The Department of Medicine's Division of Rheumatology has an opening for a full-time (1.0FTE) Administrative Support & Events Coordinator position. This position will plan, organize, and carry out day-to-day administrative support and office management for the Division of Rheumatology by organizing and completing work processes that facilitate smooth functioning of the division's education, research, and patient missions. This position will act as the primary administrative support for the Rheumatology Division Head and will assist other divisional faculty as needed with administrative support, communications, and division events. In addition to daily division administrative support, this position will act as the coordinator for the division's internal and external facing educational conferences and continuing medical education (CME) activities as well as assisting the Division Head and Administrator with communications such as website updates and newsletters.

Key Responsibilities:

• Perform office support functions such as procurement, timely and accurate purchases and reallocations of individual and faculty expense reports, travel support, conference room reservation, inventory tracking and management, mail distribution.
• Assist the Division Head and other faculty with travel planning, procurement and expenses report reconciliation, calendar management, schedule meetings, and other administrative support tasks.
• Organize travel, meeting schedules and honorarium for visiting speakers for the division (typically 3-5 visitors per academic year).
• Under the direction of the Division Head or Division Administrator, organize and plan occasional faculty and staff events such as divisional retreats or employee appreciation events.
• Under the direction of the Division Head or Division Administrator, organize and communicate divisional seminar series and annual symposia.
• Under the direction of the Division Head or Administrator, solicit updates and maintain content or create new pages as needed on divisional website and periodic newsletters.
• Assist Division Administrator with HR submission tickets to post and hire employees into the CU System by ensuring receipt of all necessary documents. Coordinate as necessary with HRSS, Employee Services, and International Tax.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 3-4 days per week on campus in Aurora, CO and as needed for in-person meetings.

Why Join Us:

The Division of Rheumatology is a national leader in innovative research, medical education, and excellent patient care. This position is a critical and valued team member that assists the division in advancing their work in all mission areas of academic medical education and communicating those successes. This position will work closely with the Division Head and Division Administrator in a growing division offering opportunities for career growth and learning.

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.

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community and all veterans. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

• Bachelor's degree in business, communications or hospitality management or other related field from an accredited institution.
  • A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.
• One (1) year of professional level experience with business administration.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Previous experience with administrative and/or faculty program support in an academic or medical setting.
• One (1) year of event management experience.
• Experience with website and social media communications for a professional organization.

Knowledge, Skills, and Abilities:

• 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.
• Detail orientated.
• Demonstrated ability to multi-task, organize, and prioritize duties.
• Outstanding customer service skills.
• Demonstrated commitment and leadership ability to advance diversity and inclusion.
• Proficiency with Microsoft Office Suite and ability to learn new software projects.
• Proficiency with websites, content management systems and social media platforms.
• Ability to work independently on complex projects and with a variety of constituencies.

How to Apply:

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

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

2. Curriculum vitae / Resume

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

Questions should be directed to: Vong Smith, VONG.SMITH@CUANSCHUTZ.EDU

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by September 15th, 2024. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $54,383 - $69,175.

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: http://www.cu.edu/node/153125

ADA Statement:

The University will provide reasonable accommodation 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.