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Operations Assistant

Employer
University of Colorado System
Location
Aurora, Colorado, United States
Salary
Salary Not Specified
Date posted
Jun 13, 2024

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Position Type
Executive, Other Executive
Employment Type
Full Time


University of Colorado Anschutz Medical Campus

Department: Office of Regulatory Compliance

Job Title: Operations Assistant

Position #: 690707 – Requisition #: 33898

Job Summary:

This position functions as the Operations Assistant for the Associate Vice Chancellor for Research (AVCR) and the programs under the AVCR. This is a professional position requiring competence to perform the duties independently and in collaboration with the AVCR as needed. This position manages the AVCR schedule including scheduling large group meetings and reserving rooms. Responsible and accountable for coordinating human resource activities for the research administration offices including Regulatory Compliance, Clinical Research Administration, Conflict of Interest Office, HIPAA/Privacy Office, Research Information Technology, Colorado Multiple Institutional Review Board (COMIRB), Environmental Health and Safety (EHS), Office of Research Committee Support (ORCS), Office of Research Development and Education (ORDE), Clinical Research Operations and Support (CROS), and the Office of Research Development and Strategy (ORDS). Responsibilities include, but are not limited to: recruitment, appointment, relocation, leave records, promotions and retention strategies, The individual in this position must remain current on policies and procedures for the above tasks and ensure compliance with all university, state and federal guidelines.

As a first line of contact, this position is required to work full time in the office and must gain thorough knowledge of the complexities of the University of Colorado Denver | Anschutz Medical Campus organizational structure and its affiliates.

Key Responsibilities:

Executive Assistant Duties (50%):
  • Manage the AVCR calendar with demonstrated Outlook expertise, coordinate standing meetings, schedule office resources, travel time to and from, conference room reservations.
  • Make arrangements for others; schedules meetings and conference rooms as needed and appropriate.
  • Creates, edits, organizes correspondence ranging from individual messages and memos to campus wide distributions whether physical or electronic. Prepare slides and other documents as requested.
  • Provide administrative support including taking minutes to ad hoc committees for specific projects and research integrity cases as well as standing committees such as the Scientific Ethics Committee and the Institutional COI committee.
  • Serves as initial contact for AVCR, using diplomacy and public relations skills as well as basic Clinical Research Programs knowledge to appropriately refer resources to visitors and when taking phone calls.
  • Answering, and directing phone calls; sorting, handling, and distributing mail, provides copies and faxes requested documents.
  • Manages documents requiring the Associate Vice Chancellor’s signature for approval. Ensuring timely return of documents to appropriate parties. This includes maintaining associated files and spreadsheets.
  • Independently manage and supervise all phases of special events and projects assigned to or by the AVC, such as meetings, visits, recognition events, distinguished visitors, accreditation visits.
  • Orders office supplies including ensuring office copier/printers/computer hardware are working properly and resolves hardware and software issues with information technology.
  • Office management and ensuring workstations, conference rooms, and break rooms are maintained and associated equipment are in good working order.
  • Assists with the coordination of staff team building and social activities throughout the year.
  • Other duties as assigned.
Human Resources Duties (50%)

Under the supervision of the oVCR Business Manager this position will:
  • Serves as ORC Human Resource coordinator/liaison and creates/updates and enters job descriptions into the Human Capital Management (HCM/peoplesoft) database and ensures postings become live in CU Careers.
  • Responsible for keeping posting and candidates updated in CU Careers for all searches.
  • Responsible for the onboarding process for new employees, including gathering and submitting required documents, assisting the employee with setting up all necessary orientations and trainings, credentialing, badging and key access, phone, personal billing numbers, server access, etc. in a timely manner as necessary.
  • Responsible for first day initial onboarding, ensuring onboarding process is up to date with relevant new hire information.
  • Hires hourly and work-study students for part-time work. Utilizes Handshake program for all student positions online.
  • Responsible for updated employee funding distributions and performing payroll expense transfers as necessary.
  • Serve on or chair search committees as needed
  • Support teams administratively with search committees (emailing candidates, scheduling interviews, completing minimum qualification reviews, etc.)
  • Creates and maintains electronic personnel files in compliance with applicable legal requirements.
  • Work with IT to order computers and related equipment and software.
  • Assist Business Manager with developing and implementing a retention strategy for staff across the office of the VC for Research.
  • Assists with the coordination of staff team building and social activities throughout the year.
  • Assists with the staff climate survey and follow-up.
  • Support IT consultants to utilize Asset Management, to manage equipment and other similar assets.
  • Provide back up support to Business Manager on HR related tasks such as FMLA, payroll, leave payouts, etc.
  • Other duties as assigned.
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:

Onsite – this role is expected to work onsite and is located in Aurora, CO at the Anschutz Medical Campus. **Once fully trained the position will have the option to work remote 2 days a week.

Why Join Us:

The University of Colorado Denver | Anschutz Medical Campus is a public research university with two campuses serving more than 18,000 students and awarding nearly 4,000 degrees each year. With our strong academic reputation, award-winning faculty and renowned researchers, we offer more than 140 highly rated degree programs through 13 schools and colleges. The two campuses receive over $500 million in research awards each year, across a broad range of research areas. The School of Medicine has 5 basic science departments: Biochemistry & Molecular Genetics, Cell & Developmental Biology, Immunology/Microbiology, Pharmacology, and Physiology & Biophysics, and many of the clinical departments and other schools and colleges contain basic research faculty. In addition to the wide array of health-related professional and graduate programs and facilities offered at the CU Anschutz campus, over 100 undergraduate and graduate degree programs are provided at CU Denver, our comprehensive, general academic campus located in the heart of downtown Denver. The Anschutz Medical Campus is a leader in delivering the finest clinical care and the research mission is inherently entwined with our clinical services and mission.

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off – vacation, sick, and holidays and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness .

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:
  • A bachelor’s degree in public administration, public policy, business, higher education administration, social sciences, behavioral sciences or a directly related field from an accredited institution.
    • A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.
  • One (1) to three (3) years of progressively responsible administrative experience including screening and directing phone calls and messages; and scheduling and coordinating meetings, events and official functions.
  • Experience using Outlook to maintain and manage executive level calendars.
Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:
  • Experience in an academic medical center or research setting.
  • 1 year of professional experience working in any, human resources, recruiting, payroll, employee relations related position.
  • Experience with CU systems such as Marketplace and Concur
Knowledge, Skills and Abilities:
  • Ability to assess a situation and initiate an appropriate action or response.
  • Ability to work independently and with initiative.
  • Ability to maintain confidentiality of sensitive information.
  • Effective communication by actively listening and sharing relevant information with co-workers, supervisor, campus departments, students and other external constituents as applicable so as to anticipate problems that help ensure the effectiveness of the Clinical Research Offices.
  • Ability to establish and maintain effective working relationships with others.
  • Ability to communicate effectively both in writing and orally.
  • Possess strong interpersonal and human relations skills.
  • This position should have the ability to prioritize tasks and meet deadlines.
  • Personal computer proficiency required, especially as related to Microsoft Office Products; MS Word, Excel, Visio and PowerPoint.
  • Ability to apply public relations and diplomacy skills in sensitive and stressful situations.
  • Ability to support and encourage workplace diversity including ability to recognize opportunities to promote diversity within and outside the department, and active participation in campus diversity activities.
  • Ability to cooperate and support other department employees contributing to a productive work environment.
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: Shala Massey at Shala.Massey@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by June 25, 2024.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $58,116 - $60,000.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator: http://www.cu.edu/node/153125

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu ​.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases . If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program .

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