Assistant to the Senior Associate Dean of Faculty and Chief Well-Being Officer

Job Summary:

The Offices for the Faculty Experience (OFE), 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) Assistant to the Senior Associate Dean of Faculty and Chief Well-Being Officer position. The position will provide executive-level support to the Senior Associate Dean for Faculty and Chief Well-Being Officer (CWO) and the OFE team. The position will coordinate the overall management of the Director's daily, monthly, and annual schedules, including setting priorities, determining access, scheduling and arranging meetings, and setting and confirming appointments.

This position will support the Senior Associate Dean for Faculty and help with larger project coordination as directed. This position will also handle all administrative aspects of the day-to-day operations of the OFE, including preparing and coordinating materials, meeting planning and coordination, providing onsite support for training and events, processing purchase orders, invoices, and honorariums, budget management and handling other arrangements related to core program administration as needed.

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 Senior Associate Dean to identify projects that may not be on track or for which due dates are approaching. Sends reminders, schedules meetings to address issues, and takes the initiative to implement processes to prevent compromised customer service or missed deadlines.

Key Responsibilities:

Project Management

• Compile data for the Senior Associate Dean as requested to organize projects and task forces needed for the development of the programs housed within OFE.
• Coordinate project communication and resources, such as needed by the Senior Associate Dean for Faculty, and members of the OFE team.
• Intermittently coordinate special events, including the arrangements for event space, lecture honoraria and travel arrangements, programs, and communication as outlined by the Senior Associate Dean.
• Compile data and prepare preliminary drafts for various reports, special studies, and surveys.
• Proofread and edit documents and presentations to ensure information is well organized, quantitative and qualitative data are current, and backup detail is readily accessible promptly.
• Anticipate the data needs for presentations, compiling data, and developing graphics ahead of deadlines.

Professional Services Support

• Maintain the calendar for the Senior Associate Dean, 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 that enables access to historical and current longitudinal data records and communications, ensuring adherence to the University document retention policies; initiates and recommends changes in structure as required.
• Act as a personal representative of the Senior Associate Dean for Faculty and Chief Well-Being Officer for contacts within the OFE 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 OFE as needed.

Work Location:

Hybrid - The office is located on the Anschutz Medical Campus in Aurora, Colorado. Alternative work schedules and remote work, up to 2 days a week, can be approved, in accordance with campus policy. The Executive Assistant is typically expected to be on-site when the Senior Associate Dean for Faculty and Chief Well-Being Officer is on-site

Why Join Us:

The Offices for the Faculty Experience (OFE) is a newly established unit within the Dean's Office in the School of Medicine, residing on the University of Colorado Anschutz Medical Campus. This unit includes the Office for Faculty Relations (OFR), the Office for Faculty Development (OFD), the Office for Faculty Affairs (OFA), and the School of Medicine's Faculty Work & Culture Optimization Collaborative for well-being.

OFE works with and collaborates across all SOM departments and the Dean's Office, including with the Office of Clinical Affairs, Office of Research, Office of Medical Education, and Office of Business Affairs. OFE serves as a central point of contact for faculty within the School of Medicine, through the school's 6 Basic Science Departments, 18 Clinical Science Departments, and 12 Centers and Institutes. Nearly 5000 faculty, as well as part-time and volunteer clinical faculty, are represented and supported by the processes, services, and initiatives administered and led by the OFE team.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation, and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

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, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community, and all veterans. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

Entry Level:

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.

Intermediate Level:

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• One year of executive-level support experience.

Senior Level:

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• Two or more years of executive-level support experience.
  
  
  
  • Substitution (All Levels): A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year-for-year basis.
  
  
  
  

Applicants must meet minimum qualifications at the time of hire.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Preferred Qualifications (All Levels):

• 5+ years of experience in an executive-level administrative support role
• Experience in an academic healthcare environment is strongly preferred.
• Experience providing administrative and technical assistance to faculty and staff within a higher education and/or medical education environment.
• Experience working with UCD software such as Marketplace, Concur, and Peoplesoft.
• Experience in process improvement (greenbelt or Lean Six Sigma experience)
• Experience in Qualtrics survey creation and management
• Experience in Smartsheet forms and spreadsheet creation and management
• Experience in PowerPoint deck compilation and formatting
• Prior experience with project management and event planning

Knowledge, Skills, and Abilities (All Levels):

• Excellent written and oral communication skills.
• Intermediate to advanced computer proficiency with Microsoft Office.
• Outstanding customer service skills providing executive-level customers for in-person visitors to the OFE, as well as via written correspondence.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Demonstrated commitment and ability to advance diversity and inclusion.
• Ability to manage and maintain complex, sensitive, and confidential information.
• Advanced skills in Microsoft Office Suite, video conferencing, phone system knowledge, and etiquette.
• Excellent time management, organizational skills, and ability to manage multiple projects along with the ability to move from one task/duty to another without errors despite frequent interruptions.
• Strong sense of urgency and problem-solving skills combined with the ability to prioritize projects.
• Prior experience at a similar level of responsibility with the proven ability to realize the work unit's mission statement, vision, and goals, as set forth by the Senior Associate Dean of Faculty and Chief Well-Being Officer.
• Excellent attention to detail.
• Ability to take direction and use independent judgment to coordinate various projects and meet multiple deadlines.
• Ability to effectively explain processes and procedures.
• Must possess a professional demeanor and have experience that demonstrates problem-solving skills.
• Must be able to work independently with minimal supervision.

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: Heather Hume, heather.hume@cuanchutz.edu

Screening of Applications Begins:

Immediately and continues until two weeks after the posting date.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as:

Entry Level: $51,437 to $65,428

Intermediate Level: $55,975 to $71,201

Senior Level: $60,514 to $76,974

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.