Administrative Assistant III

Job Summary:

Position Emphasis:

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care.

Essential Duties

50% Events Support

• Provide general administrative support for events, including, event setup, attendee outreach, data, any general event logistics, and nametags
• Manage registration process for alumni events, including running registration reports, attendee look-ups, cancellations and refunds, manual registrations and capturing final attendance
• Track event budget for alumni events and provide final budget report at the event debrief meeting
• Support project management and tracking of event tasks in project management software
• Schedule launch, update and debrief meetings for alumni events
• Serve as a team member for Office of Advancement events as needed
• Serve as a resource on site for events which may include evenings and weekends
• Manage weekly communications to event partners on status of event planning
• Support reconciliation of revenue received through registration in the CU Finance system

50 % General Administrative Support

• Provides administrative support functions and office management, such as answering and directing phone calls, sorting and distributing mail, establishing and maintaining files, document management, maintaining office equipment, copies and faxes requested documents, resolving hardware and software issues with for staff, ordering office supplies, swag and maintaining adequate inventory levels, etc. Acts as a liaison to help keep colleagues in the Office of Advancement informed on alumni relations activities.
• Conduct outreach to alumni to increase event attendance, answering alumni inquiries, updating contract information, and support event or program attendance. This position serves as first point of contact for alumni reaching out to the alumni office.
• Schedules meetings and appointments, and maintains calendars to ensure efficient time management. Assists alumni relations staff with calendar management, expense reimbursement, and data entry as needed. Coordinates actions, questions, and decisions between manager and others. Prepares routine and non-routine correspondence, including but is not limited to congratulations letters, and volunteer recognition efforts.
• Create surveys, scheduling polls and other engagement tools for the alumni activities
• Responsible for proofreading invitations, scheduling meetings, organizing mass mailings, printing and copying documents, researching best practices (e.g. membership programs at other universities), and supporting the department with other special projects.
• Assists alumni relations staff with budget tracking and financial management for alumni relations activities. Inputs and utilizes data from central database to create requested reports, spreadsheets and correspondence on a routine basis.
• Supports alumni relations leadership staff to maintain accuracy of database records for alumni. Compiles lists and reports for various alumni relations communications. Alerts central processing of any updates and changes. Completes data projects for targeted alumni audiences which includes researching current contact and employment data and submitting changes to central processing. Input engagement data from alumni activities on campus.
• Provide analysis on data segments to support program decisions. Establish data processes for capturing engagement data for alumni activities and determining the proper process for data received by the office. Trains partners and team members on proper data processes and understanding data reports.
• Other duties as assigned.

Work Location:

Hybrid - this role is eligible for a hybrid work schedule with at least one day on campus and as needed for in-person meetings and events. The employee must be reside in Colorado.

Why Join Us:

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:

• Three years of general clerical experience.
  
  
  
  • Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience.
  
  
  
  

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Bachelors Degree
• Professional experience working in non-profit, events, or customer service.
• Professional experience tracking budgets and managing financial transactions.
• Experience using client management software, such as Salesforce, or similar software.
• Professional experience tracking data and producing data reports.
• Professional experience working with a volunteers

Competencies:

• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Attention to detail
• Demonstrated ability to make sound judgement decisions
• Demonstrated commitment and ability to advance diversity and inclusion.
• Proficiency with Microsoft Office.
• Time management and the ability to prioritize.

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: Shannon Palombi, Shannon.Palombi@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by August 19, 2024.

Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $60,000 - $63,540.

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.