Executive Coordinator (Open Rank: Business Servies Senior – Principal Professional)

University of Colorado

1d•Hybrid

About The Position

The University of Colorado Anschutz Medical Campus, School of Medicine is currently seeking applications for an Executive Coordinator for the Department of Otolaryngology – Head & Neck Surgery. This full-time, University Staff position is responsible for administrative and operational support of the Department Chair’s Office and other key leadership positions.

Requirements

A bachelor’s degree in business, business administration, finance, accounting, education, social sciences, science, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
Senior: 2 years of professional level experience in an academic, health care, or business related-environment
Principal: 3 years of professional level experience in an academic, health care, or business related-environment
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.
Present and maintain a professional, polished, and positive demeanor/disposition while working with internal and external stakeholders in a dynamic, high-paced environment.
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 Smartsheets.
Ability to manage multiple ongoing projects and requests.
Demonstrated commitment and leadership ability to advance diversity and inclusion.
Ability to manage business processes and budgets.
Ability to make administrative/procedural decisions/judgments on sensitive and confidential issues.
Ability to handle sensitive and confidential issues in a professional manner.
Ability to prioritize and get back on task after interruptions.
Strong organizational skills with the ability to manage complex projects.

Nice To Haves

Diverse and progressively responsible experience with office administration and/or project management.
3+ years’ experience supporting executive level personnel
Advanced computer skills
Experience working in an academic medical center.
Experience developing and managing budgets.
Experience in media/communications, including social media
Experience with Concur, CU Marketplace, COR360, Amion

Responsibilities

Oversee the Department Chair and Vice Chair of Finance and Administration (DFA) schedules and prioritizing appointment requests.
Oversee the Chair’s/DFA business-related travel - this includes preparing itineraries, making reservations, solving travel challenges and processing reimbursement and travel expenses in a timely manner.
Maintain all files – electronic and paper – related to or used by the Chair.
Provides administrative support for designated Faculty Leadership positions (e.g. Vice Chair or Director level administrative faculty positions)
Provide ad hoc support to the Chair as needed which may include but is not limited to:
Oversee credentialing by the University of Colorado Hospital and affiliates.
Serving on or providing administrative support to committees, programs, projects, and events involving the Department.
Submitting articles; analyzing and/or extracting research publications.
Providing administrative and travel support for visiting job candidates, speakers, and visitors to the Department.
Review, edit, and suggest modifications regarding correspondence required by the Chair as appropriate to ensure the highest level of consistent quality.
Act as a personal representative of the Chair for contacts within the Department and across the School of Medicine, whether in person, on the phone, or via electronic or written means.
Work professionally and cordially with the Administrative staff to ensure coverage of the Chair's directives and assignments.
Provide executive-level customer service for those coming to the Chair’s office and interacting with the Chair via correspondence.
Disseminates departmental communications as directed by Department Chair and DFA.
Perform other duties as assigned and maintain confidentiality with assigned tasks.
Acts as a primary for supply ordering of department administration and Chair supplies.
Coordinating and scheduling annual faculty review process (PRiSM).
Maintains departmental listservs and external communication lists, including faculty alumni databases, active departmental contact database.
Coordinates Department meetings, including but not limited to monthly faculty meetings, Annual State of the Department, and other high level leadership meetings as requested.
Manages departmental social media presence and development of newsletters, and communications as assigned
Acts as primary for pulling monthly faculty leave reports from Qgenda and works with HR/Ops Manager on the uploads.
Principal Level: Acts as primary for pulling and uploading monthly leave reports into HCM
Principal Level: Provide advance level project management for the administrative team.
Principal Level: Acts as Subject Matter Expert (SME) on project management and coordination.
Principal Level: Oversee various department initiatives and projects and ensures that each moves forward in a coordinated, consolidated, and concerted manner.
Principal Level: Manage standing meetings, staff high level enterprise meetings
Assist with special projects as assigned by Director of Finance and Administration
Taking minutes at meetings and training sessions.
Coordination of IT and AV equipment, virtual meeting software, etc.
Provide support for the preparation of conferences, presentations, speeches, meetings, and training sessions. This includes Executive Committee Meetings, Faculty Meetings and any ad hoc Chair initiated meetings.
Helps Special Projects Coordinator with support for on campus department events and CME related events.
Adequately understand, track, and adhere to assigned budgets for events and projects not to exceed the designated amount as directed by the Director of Finance and Administration.
Principal Level: Provide concise written documentation of these events.
Principal Level: Independently prioritize needs and follow-up on outstanding needs.
Principal Level: Act as SME in facilitating executive level meetings.
Perform other duties as assigned.