Assistant to the Vice Chairs of Academic Affairs and Strategy and Growth.

Job Summary:

The Department of Emergency Medicine (DEM) is an academic clinical department in the CU School of Medicine on the CU Anschutz Medical Campus in Aurora Colorado. We are seeking applications for a full-time, hybrid Business Services Senior Professional. This position allows for a hybrid work schedule (some days at home, some days on campus) and is dependent on the coordination with other team members. The person in this position will learn skills and build a career at the Department of Emergency Medicine at the University of Colorado School of Medicine at the Anschutz Medical Campus in Aurora, Colorado.

This University staff position is responsible for providing administrative and operational support and project coordination in the DEM https://medschool.cuanschutz.edu/emergency-medicine, This position supports high-level department leaders in Strategy and Growth, Academic Affairs, and associated research and training programs. They are as follows.

Dr. Vik Bebarta is the Vice Chair of Strategy and Growth/Founding Director for the Center for COMBAT Research. As Vice Chair of Strategy and Growth at the University of Colorado, he is responsible for developing and implementing strategies that enhance the university's reputation and growth. He focuses on expanding research, education, and clinical programs in emergency medicine, toxicology, and related fields. Dr. Bebarta also fosters partnerships with other institutions and organizations to promote collaboration and innovation in these areas. His role helps to ensure the university's continued success in advancing knowledge and improving the health and well-being of people. He leads new strategic initiatives, faculty recruitment, and vision setting.

As the Director for Combat Research at the University of Colorado Dr. Bebarta is responsible for overseeing the research efforts aimed at improving the health and safety of military personnel. They collaborate with various departments within the university and military organizations to conduct studies on the prevention, diagnosis, and treatment of combat-related injuries and illnesses. The director plays a critical role in advancing the understanding of military health issues and developing new solutions to enhance the well-being of service members.

Dr. Anne Libby is the Vice Chair for Academic Affairs, and Dr. Christopher Hoyte is Associate Vice Chair. EMED Academic Affairs focuses on academic faculty member progression and growth, including faculty promotions, development and annual reviews. This office creates the Faculty Folio: https://medschool.cuanschutz.edu/emergency-medicine/about-us/faculty-staff/faculty/blue-sky-faculty-folio to enhance the DEM reputation and attract donors. This position works with Academic Affairs leaders to administrate, organize and guide faculty to ongoing career development plans, annual performance reviews, and twice annual academic promotion review, including an online dossier and obtaining external review letters from academic leaders nationally. This position provides some executive assistant duties for these vice chairs, time permitting. This work requires attention to detail, ability to learn and understand processes and procedures, is highly communication-oriented, and involves document-sharing, editing written documents, project tracking, and travel planning.

A small part of this position is to support Dr. Libby's researcher training program, a 20-year program successfully training early career clinical and outcomes researchers the Clinical Faculty Scholars Program (CFSP) https://cctsi.cuanschutz.edu/training/cfsp. This position provides administrative support for this departmental work and collaborates with the EMED event planner to program-specific administrative support, event planning, curricular coordination (annual reception, annual lectureship, networking events, monthly educational seminars, weekly work in progress sessions, annual recruiting.

Key Responsibilities:

• COMBAT Center (50%) Dr. Bebarta
  
  
  
  • Manage the Director/Vice Chair calendars and schedule, including arranging and coordinating meetings, appointments, and travel arrangements to include weekly COMBAT Center meetings.
  • Provide administrative support such as drafting and proofreading correspondence, preparing reports, and maintaining files and records.
  • Serve as a liaison between the Director/Vice Chair and other stakeholders, including staff, faculty, students, and external partners, to facilitate communication and collaboration.
  • Assist in the planning and executing projects, such as gathering and analyzing data, preparing letters and memos, coordinating research teams, minute minutes, and managing project timelines.
  • Provide backup support for the management of the Director's/Vice Chair's meeting plans and Department recruitment needs.
  • Attend and assist with occasional in-person/on-campus meetings and events
  • Support and share events as they happen so that the communication team can create public-facing materials such as social media and training content, including visual abstracts, infographics, executive summaries, and flyers.
  • Work with the Vice Chair's Executive assistant when coordinating schedules and events for Dr. Bebarta and the Center for COMBAT Research
  
  
  
  
• Academic Affairs (40%) Dr. Libby/Hoyte
  
  
  
  • Manage the Vice Chair's calendars and schedule, including arranging and coordinating meetings, appointments, and travel arrangements, with the likelihood to monitor email inboxes and respond or gain Vice Chair input as needed.
  • Faculty Annual Review Process (Midyear mentoring meetings, end of year review meetings)
  • Provide comprehensive administrative support to facilitate the DEM Mentoring Program (Affinity Groups) and its associated Affinity Group lead mentors in their interactions with the mentoring groups.
  • Aid in the organization and execution of various administrative tasks, such as event planning, curricular coordination, and logistical arrangements, to ensure the effective operation of the DEM Mentoring Program.
  • Assist with the annual PRiSM (online reporting shell for faculty annual review) process, including coordinating review meetings, ensuring faculty are in the appropriate Affinity Group, and schedule annual meetings for all faculty to meet with mentors, obtaining required documents from faculty.
  • Provide support and guidance to faculty and mentors with the navigation and use of the PRiSM system.
  
  
  
  
• Promotions (Spring meeting, summer external review letters, Fall review meeting)
  
  
  
  • Contribute to the efficient coordination of annual faculty promotions, ensuring a seamless process for all involved.
  • Schedule and facilitate necessary planning and review meetings for the promotions committee within the Emergency Medicine department, engaging the Department Evaluation Committee Chair and faculty committee members.
  • Review comprehensive promotions packets for faculty members, ensuring accuracy and completeness of documentation.
  • Establish and maintain faculty tracking, an audit log to track faculty progress within the promotions cycle, adding new faculty hires and documenting progression in academic rank.
  • Aid in the letter writing process for internal letters of recommendation, adhering to established guidelines and standards.
  • Provide administrative support to the promotions committee as needed, addressing inquiries, and providing necessary assistance.
  • Provide assistance and support to faculty with the internal promotions platform.
  
  
  
  
• Clinical Faculty Scholars Program (10%) Drs. Libby/Hoyte
  
  
  
  • Coordinate and collaborate with teams planning and delivering in-person on-campus faculty training programs across departments and schools, many with the Colorado Clinical Translational Sciences Institute (administrative home for training program).
  • Coordinate and collaborate with teams planning and delivering in-person on-campus faculty training programs across departments and schools, many with the Colorado Clinical Translational Sciences Program.
  
  
  
  
• Other duties as assigned.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 4 days per week on campus and as needed for in-person meetings.

Why Join Us:

The University of Colorado Anschutz Medical Campus ranks among the top institutions nationally in clinical care, education and research. Its 256-acre campus, designed to enhance collaboration and interprofessional education, hosts the College of Nursing; the Schools of Dental Medicine, Medicine, Pharmacy, and Public Health; the Graduate School; a Health Sciences Library; and two hospitals. Strategically located contiguous to the campus are the Fitzsimmons Innovation Community and the VA Eastern Colorado Health Care System. CU Anschutz offers several undergraduate degrees, 35 graduate degrees, and five first-professional programs. More than 4,500 students learn alongside faculty members who also make meaningful medical discoveries and provide expert clinical care through 1.5 million patient-visits annually and the #1 hospital in Colorado. A hub for research and innovation, CU Anschutz receives over $800 million in research awards each year and has filed 2,000 patent applications and formed 60 new companies since 2002. At CU Anschutz and in the Department of Emergency Medicine, we believe that diversity will power change. To do this, we will enhance and foster a learning community and a mentoring culture that is committed to diversity and inclusive excellence. https://medschool.cuanschutz.edu/emergency-medicine/diversity-equity-inclusion/2

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:

• A bachelor's degree in business, public administration, communications, or any field of study that facilitates attention to detail and written and verbal communication.
• Two years of professional experience in an academic, health care, and/or business-related environment involving some program and/or project management experience
  
  
  
  • 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.

Preferred Qualifications:

• Three (3) years of experience in professional work.

Knowledge, Skills and Abilities:

• Ability to work in a collaborative, diverse team environment.
• Knowledge of/experience with the University of Colorado, University Hospital, or CU Medicine policies, rules, and regulations.
• Digital marketing experience, especially with infographics, visual abstracts, and professional use of social media such as LinkedIn, Twitter, and YouTube.
• Ability to communicate clearly and succinctly in writing and speaking with faculty and academic colleagues.
• Ability to handle sensitive and confidential issues in a professional manner.
• Excellent organizational skills and the ability to manage multiple projects at a time.
• Self-starter with a proven ability to organize and follow through on multiple complex tasks and projects simultaneously.
• Desire to work in a dynamic, fast-paced team environment and a diverse group of researchers, educators, and clinicians.
• Excellent interpersonal skills and the ability to work with diversified internal and external stakeholders and communicate effectively via phone, email, and in person.
• Excellent time management and organization skills; ability to take direction and use independent judgment to meet multiple deadlines.
• High-level proficiency in Microsoft Office including Teams, Excel, Word, PowerPoint and Outlook, in virtual platforms such as Zoom, online databases such as Dropbox and Google Drive, and interactive databases such as Smart Sheets and Slack
• Ability to manage and track high-volume information coming through the administrative office.
• Ability to monitor ongoing inquiries and ensure they have been addressed in a timely and effective manner.

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 (only use if a cover letter is necessary)

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: Amy Wayne - amy.wayne@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by 9/30/2024.

Anticipated Pay Range:

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

$ 58,793 to $ 68,787

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.