Business Services Entry Professional

University of Colorado•Aurora, CO

3d•Hybrid

About The Position

The Department of Psychiatry is looking for a highly organized individual to provide comprehensive administrative support across multiple teams. This position will report to the Department’s Office Manager and provide support to leaders in at least two of our six divisions. This position will be most successful with someone who enjoys working across multiple teams, providing support for different projects, is a self-starter, and able to manage multiple responsibilities at once. The position will require operations and administrative support such as scheduling, setting agendas with key collaborators, and taking minutes while applying foundational analytical skills to interpret scheduling priorities and coordinate complex operational needs. In addition, the position has responsibilities related to procurement and reconciliation of budgets based on those purchases which require evaluating documentation, identifying discrepancies, and exercising judgment in escalating issues. This position may also support general departmental functions by supporting the work of the office manager and/or the executive leadership team as needed including responsibilities requiring discretion, independent decision making within established guidelines, and application of business operations.

Requirements

Bachelor's degree from an accredited institution. A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis. Applicants must meet minimum qualifications at the time of hire.
Ability to communicate effectively, both in writing and orally, including interpreting complex information and tailoring communication based on audience needs.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution, exercising discretion and sound judgment when handling sensitive or confidential matters.
Ability to work independently, prioritize tasks, and execute duties in a timely manner, applying critical thinking to evaluate competing priorities and determine appropriate next steps.
Outstanding customer service skills, with the ability to assess needs, interpret requests, and provide solutions using professional level reasoning.
Attention to detail, with the capacity to analyze documentation for accuracy, identify inconsistencies, and recommend corrections as appropriate.

Nice To Haves

3+ years of general administrative experience.
1+ year of experience must have included experience in a medical or non-profit administrative setting.
Mastery of Microsoft Office Suite, including Word, PowerPoint, and Excel
Advanced skills in editing for grammar and content as well as an eye for formatting (attention to small details)
Coordination experience for trainings, webinars

Responsibilities

Scheduling and Administrative Coordination
Independently manages individual and group calendars using judgment to resolve scheduling conflicts and prioritize competing demands.
Complex interview scheduling, including numerous faculty and staff calendars across all divisions requiring interpretation of availability patterns and strategic coordination.
Supports onboarding logistics
Prepares, records, and distributes meeting minutes ensuring accuracy through evaluative review of meeting content.
Events and Communications Coordination
Supports planning and execution of events; assists with website content, newsletters, and marketing communications applying analytical thinking to tailor messaging and assess communication needs across diverse interested parties.
Coordinates messaging and materials across teams exercising discretion to ensure alignment with departmental standards.
Data Management and Database Support
Performs accurate data entry and maintenance across databases and tracking systems to support reporting and operational needs and initial data analysis including identifying trends or variances that require further review.
Project Management Support
Assists with tracking and coordinating new initiatives to ensure milestones, timelines, and evaluating whether deliverables remain on track and applying interpretive reasoning to flag risks or recommend minor process adjustments.
Procurement and Vendor Coordination
Supports purchasing and coordination for marketing materials, events, and related operational needs in alignment with established procedure while applying judgment to verify compliance and evaluate vendor information.
Quality, CCR, and OPPE Support
Assists with data tracking, annual planning activities, and related communications to support quality and compliance initiative requiring analytical review of documentation and interpretation of procedural requirements.
Finance Support
Provides administrative support for finance-related processes, including documentation tracking and coordination as needed exercising discretion when handling sensitive financial information.
Clinical Operations Support
Assists with administrative and operational tasks that support clinical workflows and program continuity including identifying workflow inconsistencies and recommending routine adjustments within scope.
Other duties as assigned