Assistant to Chair

Assistant to the Chair

University of Colorado Anschutz Medical Campus

Department:
Surgery

Position #:  – Requisition #: 38907

The Assistant to the Chair supports the Chair of the Department of Surgery (DOS) and provides high‑level support to ensure the Chair's duties and responsibilities are carried out effectively. This position reports to the Director of Operations. The person in this role must consistently demonstrate professionalism and represent the Chair, Department, faculty, and staff with the highest standards. The Assistant to the Chair will collaborate with all parts of the community—both internal and external—and proactively seek innovative and suitable solutions to overcome any challenges in achieving the Chair's goals for the Department.

• Oversee the DOS Chair schedule and prioritize appointment requests.
• Oversee the Chair's/business‑related travel, including preparing itineraries, making reservations, solving travel challenges, and processing reimbursements 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.
• Serve on or provide administrative support to committees, programs, projects, and events involving the Department.
• Submit articles; analyze and/or extract research publications.
• Provide 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 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.
• Coordinate with the Communications Program Manager on internal communications.
• Perform other duties as assigned.

• 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 and incoming calls.
• Act as a primary for supply ordering of department administration and Chair supplies.
• Act as a primary for daily maintenance of stocking and inventory management of the administrative lounge.
• Manage and lead multiple projects that 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 advanced level project management for the DOS Administration Office.
• Principal Level: Act as a Subject Matter Expert (SME) on project management and coordination.
• Principal Level: Oversee various DOM initiatives and projects and ensure that each moves forward in a coordinated, consolidated, and concerted manner.
• Assist with special projects as assigned.

• Take minutes at meetings and training sessions.
• Coordinate IT and AV equipment, virtual meeting software, etc.
• Support the preparation of conferences, presentations, speeches, meetings, and training sessions, including Executive Committee Meetings, Faculty Meetings, and any ad‑hoc Chair‑initiated meetings.
• Create and oversee budgets for special events sponsored by the Department.
• Adequately understand, track, and adhere to assigned budgets for events and projects so they do not 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…