Program Assistant 1 - 22188
Job posting number: #7081412
Posted: July 21, 2021
Application Deadline: Open Until Filled
Job DescriptionThe University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.
Division of Pulmonary Sciences and Critical Care Medicine has an opening for a full-time University Staff (unclassified) Divisional Program Assistant 1 (Program Assistant 1) position.
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. Read CU Anschutz Quick Facts here.
This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.
The Division of Pulmonary Sciences and Critical Care Medicine (PCCM) has an opening for a full-time University Staff (unclassified) Program Assistant I position.
Nature of Work
This class describes the first level of program assistant where positions perform technical support and/or office management duties as described under the Description of Occupational Work section above. Work involves making decisions within established technical work processes related to a program or professional subject area and interpreting program specific guidelines to resolve problems, answer questions, and/or advise others on specific program issues or matters.
This class describes the fourth administrative assistant level. Positions in this level have the authority to design and implement, without prior approval, the general office and administrative operations to accomplish the unit's work. Work includes, but is not limited to, deciding what operations will be performed and how processes will be implemented; creating and revising office procedures and writing office procedure manuals, designing forms; establishing general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit’s allotted funds by authorizing (signing)operating expenditures for such things as office supplies, calculating estimated office operating expenses for the annual budget request; and, designing the physical layout of the unit’s work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.
Under the supervision of the Division Administrator, the Division of PCCM Program Assistant I is a 1.0 FTE position that will be responsible for independently managing and supervising all phases of special projects assigned by the Directors of In-Patient and Out-Patient services, members of the Divisional Executive Leadership team and the Administrator of the Division of PCCM. This includes research, analysis, evaluation and recommendations as appropriate to complete assigned tasks and special projects. This position will also provide administrative and operational support to the General PCCM faculty to assist with operational items as assigned.
Example of Work Performed:
Duties include but are not limited to:
Responsible for managing, coordinating, and directing projects for the Division of PCCM.
Manage internal and external activities for the division management by determining priorities of constituent issues and problems.
Oversee all logistics and scheduling of faculty recruits and visiting professor travel, providing detailed itineraries, and acting as main point of contact.
Leads by example and models behaviors that are consistent with the company's values.
Ensures implementation of operational strategies and coordinates efforts to integrate company services for clients, both internally and externally.
Effectively work with other divisional staff to help ensure continued success of the faculty and division.
Assists with researching and presenting budgets for trainings and other divisional projects. Monitors budget spending and assists with reconciliation.
Collaborate with Division Administrator and divisional faculty leadership on the following processes:
Works with hospital liaison to manage and facilitate larger divisional conferences which includes the coordination of vendors, speakers, facilitators, management of marketing, and process development.
Creation of a summary reports articulating the relevance of assigned tasks.
Business analysis process review and optimization.
Management of Amion scheduling for inpatient hospital coverage and collects and presents data from outpatient scheduling for cFTE tracking.
Provides leadership and training for onboarding of new administrative staff members.
Acts as divisional requestor for hospital badging and EPIC access as part of onboarding process for new clinical faculty/providers. Manages clinical onboarding for Divisional HR Manager.
Supports HR processes by acting as requisition and administrative point person on new clinical hires.
Manages EMS approval process for division.
Management of administrative activities relating to the Directors of In-Patient and Out-Patient services, Administrator of the Division of PCCM, physicians and advanced practice providers in the Sections Pulmonary Critical Care Medicine and Pulmonary Disease.
Responsible for calendar management, prioritization of daily appointments and organizing complex, time-sensitive meetings. Prepares routine, varied, and complex correspondence, utilizing a combination of professional experience / knowledge and established guidelines/procedures and templates.
Assist with community practice administrative responsibilities within the division. This includes assistance with Cherry Creek Medical Center divisional administrative management.
Coordinates travel, processes reimbursements, and other expenditures for the Directors and general PCCM group by employing Concur Travel & Expense System.
Coordinates logistics and scheduling of faculty recruits and provides detailed itinerary to visiting faculty, and chaperones recruits/faculty throughout campus to various meetings.
Assists with credentialing and licensure of MD’s and NP/PAs (assigned) and assists in maintaining updated records and disseminating to appropriate authorities (UCH/UPI/UCD).
Manages/assigns on-call and moonlighting scheduling including MICU attending (On-call), MICU attending (Post-call), MICU attending (APP service), MICU attending backup day, Consult Service, MICU attending overnight, and the fellows schedule (all UCH service lines), while adhering to the UCHealth protocol.
Utilizes PowerBI, EPIC and other clinical systems as needed to help clinical leadership identify and communicate coding issues as requested as well as track metrics pertaining to scheduling and visit volume.
Employ university procurement card/travel card to complete outside vendor purchases to meet division needs; and complete monthly reconciliation referencing the expense report.
Develop systems and facilitate processes related to consulting and med/legal agreements for members of the divisional executive leadership team.
Conducts data extraction from clinical systems and prepares PowerPoint and Excel reports for pillar leader meetings. Answers questions about extraction and makes modifications as needed.
Salary and Benefits:
The salary range (or hiring range) for this position has been established at $49,104 - $57,173.
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
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 not eligible for overtime compensation.
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.