Business Service Professional

University of Colorado Anschutz

Department:
Office for Faculty (SOM Dean's Office)

Job Title:

Business Service Professional

Position #:  

- Requisition #: 40206

Job Summary:

The Office for Faculty (OFAC), a unit within the University of Colorado School of Medicine (SOM) Office of the Dean, has an opening for a full-time University Staff (unclassified) Business Service Professional position. The position will provide administrative support for the Office for Faculty, including the Office for Faculty Affairs, Office for Faculty Development, and Office for Faculty Relations. The position will coordinate the overall management of the OFAC weekly, monthly, and annual schedules, including scheduling and arranging meetings, curating shared documents, and setting and confirming appointments.

This position will work closely with the Business Services Professional supporting the Senior Associate Dean for Faculty and other Business Services Professionals within OFAC to help with larger project coordination across OFAC offices. This position will also handle administrative and logistic responsivities in support of the OFAC team and programs of the day-to-day operations of the OFAC, including preparing and coordinating materials, meeting planning and coordination, providing onsite support for trainings and events (e.g., registration/check in, traffic control), processing purchase orders, invoices, and honorariums, and handling other arrangements related to core program administration as needed including but not limited to helping to orient new team members to OFAC administrative policy and process.

This position shall support other programs as assigned. Prioritizes duties and balances responsibilities to ensure an efficient service delivery system and adherence to SOM rules and policies. Improves office operational efficiency through organization, increased communication, dissemination of information, application of work standards, and tracking mechanisms. Works with the OFAC Deans and Director to identify projects that may not be on track or for which due dates are approaching and provide recommendations.

Sends reminders, schedules meetings to address issues, and takes initiative to implement processes to prevent compromised customer service or missed deadlines.

Administrative Support for Project Management:

* Compile data for OFAC Offices as requested to organize projects and task forces needed for the development of the programs housed within OFAC.

* Coordinate project communication and resources, such as needed members of the OFAC team.

* Intermittently coordinate special events, including the arrangements for event space, lecture honoraria, and travel arrangements, programs, and communication as outlined by the OFAC team.

* Compile data and prepare preliminary drafts for various reports, special studies, surveys, and slide content for internal dissemination.

* Proofread and edit documents and presentations to ensure information is well organized, quantitative and qualitative data are current, and backup details are readily accessible in a timely manner.

* Anticipate the data needs for presentations, compiling data, and developing graphics ahead of deadlines.

Professional Services Support:

* Maintain the master calendar for OFAC, including responding to and prioritizing meeting requests, coordinating multiple calendars to schedule a meeting/event, and ensuring optimal use of time

* Coordinate and staff executive-level standing meeting(s), including compiling agendas, taking minutes, handling related correspondence and communications, ranging from individual emails and memos to campus-wide email distributions, or composing minutes for the official record.

* Coordinate travel and expenditures while staying within budget and adhering to CU Medicine, University, and SOM policies and procedures.

* Develop and maintain a comprehensive data and presentation tracking system which enables access to historical and current longitudinal data records and communications, ensuring adherence to University document retention policies; initiate and recommend changes in structure as required.

* Act as a personal representative of OFAC, whether in person, on the phone, or via electronic or written means.

* Provide daily office maintenance, including managing and ordering any new necessary supplies, ensuring equipment is working, ensuring areas have a professional appearance, submitting facility requests for maintenance, etc.

* Provides additional administrative support to the OFAC as needed.

This description is a summary only and describes 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.

Work Location:

On-site - this role is expected to work primarily on-site during standard business hours and is located on the…