Assistant to Chair

Overview

University of Colorado Anschutz Medical Campus

Department:
Surgery

Job Title:
Assistant to the Chair

Position #:

- Requisition #:38907

Executive Assistance (80%)

• Oversee the DOS Chair schedule and prioritizing appointment requests.
• Oversee the Chair's/business-related travel - this includes preparing itineraries, making reservations, solving travel challenges and processing reimbursement and travel expenses in a timely manner.
• Maintain all files - electronic and paper - related to or used by the Chair.
• Provide ad hoc support to the Chair as needed which may include but is not limited to:
• Oversee credentialing by the University of Colorado Hospital and affiliates.
• Serving on or providing administrative support to committees, programs, projects, and events involving the Department.
• Submitting articles; analyzing and/or extracting research publications.
• Providing administrative and travel support for visiting job candidates, speakers, and visitors to the Department.
• Review, edit, and suggest modifications regarding correspondence required by the Chair as appropriate to ensure the highest level of consistent quality.
• Act as a personal representative of the Chair for contacts within the Department and across the School of Medicine, whether in person, on the phone, or via electronic or written means.
• Work professionally and cordially with the Surgery Administrative staff to ensure coverage of the Chair's directives and assignments.
• Provide executive-level customer service for those coming to the Chair's office and interacting with the Chair via correspondence.
• Coordinates with the Communications Program Manager on internal communications.
• Perform other duties as assigned.

Business Administration (10%)

• Perform financial research and compile accurate data to develop reports or spreadsheets as requested.
• This role serves as secondary support to the Vice Chair of Administration for DOS.
• Support daily administrative tasks at the department level, including direct service of main telephone line; incoming calls.
• Acts as a primary for supply ordering of department administration and Chair supplies.
• Acts as a primary for daily maintenance of stocking and inventory management of the administrative lounge.
• Manage and lead multiple projects which cross DOS and affiliate partners.
  • Maintain an understanding of the crossover of these two offices and respond to inquiries and requests in an accurate and professional manner.
• Principal Level: Provide advance level project management for the DOS Administration Office.
• Principal Level: Acts as Subject Matter Expert (SME) on project management and coordination.
• Principal Level: Oversee various DOM initiatives and projects and ensures that each moves forward in a coordinated, consolidated, and concerted manner.
• Assist with special projects as assigned.

• Taking minutes at meetings and training sessions.
• Coordination of IT and AV equipment, virtual meeting software, etc.
• Provide support for the preparation of conferences, presentations, speeches, meetings, and training sessions. This includes Executive Committee Meetings, Faculty Meetings and any ad hoc Chair initiated meetings.
• Creation and oversight of budgets for special events sponsored by the Department.
• Adequately understand, track, and adhere to assigned budgets for events and projects not to exceed the designated amount as directed by the Director of Finance and Administration.
• Principal Level: Manage standing meetings, staff high level enterprise meetings.
• Principal Level: Provide concise written documentation of these events.
• Principal Level: Independently prioritize needs and follow-up on outstanding needs.
• Principal Level: Act as SME in facilitating executive level meetings.
• Perform other duties as assigned.

Minimum Qualifications

Senior Level:

• Bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, 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.
• Two (2) years of professional level administration experience.

Principal Level:

• Bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, 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.
• Three (3) years of professional level administration experience.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Five (5) or more years of experience in an executive-level administrative support role.
• Experience in an…