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Administrative Assistant- Executive Support

University of Colorado Medicine, AURORA, Colorado, United States of America Req #344
Tuesday, July 9, 2019

CU Medicine is dedicated to providing healthcare and administrative support to the University Of Colorado School Of Medicine’s nearly 3,000 providers. We are seeking a highly motivated Administrative Assistant to support leadership for the Community Practice and Business Development & Planning teams


The Administrative Assistant will manage administrative and technical support activities for the Vice President of Community Practice and Director of Business Development & Planning.  Although this position involves some high-level clerical assignments, the administrative and technical work constitutes a majority of the duties.  At times, the individual in this position will make decisions on behalf of assigned leadership and serve to commit that person and/or the office to a specific action.

 

Primary duties include but are not limited to:

 

  • Manage the daily, monthly, and annual schedule for Vice President, Director and assigned Associate Directors to include setting priorities, determining access, scheduling and arranging meetings, and confirming appointments.
  • Prepare and coordinate materials for presentations and meetings including slides, background materials, and formal written documents.
  • Minimize daily interruptions to keep the Vice President, Director and Associate Directors on schedule. 
  • Maintain a comprehensive filing system enabling access to historical and current information in a timely and efficient manner. 
  • Create, edit, manipulate, extract and utilize databases in various business development tools and ensure content is up-to-date at all times.
  • Compile data and prepare preliminary drafts for various reports, special studies, and surveys; search various resources to locate and assemble specific information.
  • Coordinate print jobs on an as needed basis, including business cards and the annual report.
  • Create and maintain organizational charts for Community Practice and Business Development & Planning by coordinating with Human Resources.
  • Prepare expense reports and reimbursements as well as coordinate budgeting, purchasing activities, and processing invoices.
  • Manage the onboarding of new hires by completing appropriate access forms and coordinating meet and greets.
  • Serve as a liaison between School of Medicine Departments and software vendors to set up demos, track implementation, and coordinate billing with finance department.
  • Process incoming/outgoing mail by receiving, evaluating, screening, preparing, organizing, and distributing communications. 
  • Receive incoming communications such as telephone calls, mail, and internal correspondence and prioritize/ re-direct this communication, as required.
  • Serve as meeting secretary and maintain responsibility for soliciting topics, preparing and communicating agendas, transcribing minutes, posting approved final minutes, and maintaining minutes archive.
  • Perform other duties and assist with special projects as assigned.

 

 

Requires a high school diploma or equivalent; bachelor’s degree strongly preferred but relevant experience will be considered on an individual basis.   Must have a minimum of 2 years’ prior administrative experience.  Knowledge of CU Medicine, University of Colorado School of Medicine, UCHealth, and Children’s Hospital systems is a plus.  Proficient use of MS Office, including Word, Outlook, Excel, PowerPoint and Access applications is required.  Broad knowledge of organizational operations and policy with a high-level of discretion and technical skills are essential to success.  Demands of the job require the candidate to be extremely proactive.  Requires the ability to multi-task and take direction from many competing agendas/schedules.  This will require a proficient ability to prioritize, communicate and develop alternatives to ensure maximum amount of tasks are accomplished within established timelines.  The ability to work both independently and as part of a team is key.  Must demonstrate strong attention to detail.  The ideal candidate will produce quality work and possess strong analytical and problem solving skills.  Strong administrative skills with ability to write at a professional level (construct correspondence, memorandums, etc.) and the ability to take meeting minutes is required.  Must show flexibility to adapt to changing workloads and management schedules.  Candidate must have a proven track record of supporting executives, planning meetings, coordinating calendars, preparing travel arrangements, and providing assistance on special assignments.  High degree of resourcefulness, confidentiality, tact, and diplomacy is required.

 

All applications MUST be submitted via our website.

 

CU Medicine is dedicated to ensuring a safe and secure environment for our staff and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees prior to their employment. Additionally, drug and health screenings may be required for some positions.  We are an equal opportunity employer.

 

CU Medicine supports a Tobacco Free Workplace Environment which prohibits smoking and the use of tobacco products on CU Medicine property, Anschutz Medical Campus and adjacent business locations.

 

 

 

Other details

  • Pay Type Hourly
  • University of Colorado Medicine, AURORA, Colorado, United States of America