Administrative Assistant (Open Rank: (II-III)

Administrative Assistant (Open Rank: (II-III)

Department: Otolaryngology - Head & Neck Surgery

Job Summary:

The Department of Otolaryngology - Head & Neck Surgery has an opening for a full-time University Staff (unclassified) Administrative Assistant position.

Positions in this level provide general clerical support to the office and academic operations of a department. Work includes, but is not limited to, administrative support to faculty, credentialing, travel coordination, ordering supplies, procurement functions, and other administrative tasks to support the unit's work.

Key Responsibilities:

Professional Administrative Support (40%):

• Manage complex faculty schedules/calendars as needed to include clinical activities and administrative responsibilities.
• Maintain faculty CV's, various web-based profiles, and promotional portfolios.

Travel Arrangements (40%):

• Coordinate travel logistics and expenditures for faculty and visitors; establish reasonable travel budgets and plans in accordance with University policies and procedures.

Office Purchasing/Procurement (10%):

• Create expense reports to reconcile charges on procurement cards and submit reimbursement requests through University and CU Medicine Concur.
• Route med-legal/consulting contracts for faculty; Process med-legal billings

Other Miscellaneous Duties (10%):

• Provide back-up support for other office personnel and participate in shared duties of support staff.
• Perform additional duties, assigned or unassigned, as required by the nature and scope of the position and in accordance with University of Colorado policies.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 3 days per week on campus and as additional as required for in-person meetings and events.

Why Join Us:

The Department of Otolaryngology - Head & Neck Surgery provides a full-spectrum of clinical care for pediatric and adult populations from general to highly subspecialized services, spanning from Colorado Springs to Metro Denver and the surrounding region. Our world-class faculty, state-of-the-art facilities, innovative research programs, and collegial, supportive culture provide an exceptional training environment for medical students, residents, fellows, visiting scholars, pre- and post-doctoral students, speech language pathologists, and audiology graduate students.

Qualifications:

Minimum Qualifications:

Minimum Qualifications (Administrative Assistant II):
Two years of general clerical experience.

Minimum Qualifications (Administrative Assistant III):
Three years of administrative assistant experience.

Applicants must meet minimum qualifications at the time of hire.

• A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Preferred Qualifications:

• Experience providing support to faculty, staff, and students within a higher education and/or medical environment.
• Experience with University of Colorado systems including Concur, COR360, and CU Marketplace.
• Experience creating expense reports to reconcile charges on procurement cards and submitting reimbursement requests.
• Experience with Qgenda or other schedule management software
• Experience in scheduling, arranging travel.
• Experience using cloud-based applications such as Microsoft OneDrive and Smartsheets, and collaboration tools such as Microsoft Teams.

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both in writing and orally.
• Outstanding customer service skills.
• Ability to work independently, to multitask, and to meet deadlines.
• Strong organizational skills with attention to details and accuracy.
• High level of proficiency in Microsoft Office, including Outlook, Word, and PowerPoint.
• Ability to exercise critical judgment and considerable initiative.
• Demonstrated commitment to support efforts to advance diversity and inclusion.

Anticipated Pay Range:

• Administrative Assistant II: $39,852-$46,231
• Administrative Assistant III: $49,848 to $58,992

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: Carly Moses at carly.moses@cuanschutz.edu