Administrative Assistant

Job title: Administrative Assistant

Job description: Apply Canadian resident only.

The University of Colorado Cancer Center is seeking a

Part-time program assistant to provide day-to-day administrative, fiscal, and operational support to the Cancer Center. This role will serve as the primary office contact for the Cancer Center and will play a key role in research and education programming, as well as the research operational activities of the Center.

Examples of Work Performed

• Provides program, and administrative support for the University of Colorado Cancer Center, which includes managing calendars, assisting with event planning, and coordinating meetings with internal and external personnel.
• Plans and coordinates strategic staff and faculty recruitments that advance the Cancer Centers strategic initiatives. Communicates with prospective candidates, oversees search committees, and coordinates at all levels within the University to set-up interviews and facilitate the hiring process.
• Participates on search committees by independently screening all applicants and organize them by credentials, expertise and fit within the University and Cancer Center.
• Plans and coordinates travel and reimbursements for various leaders and administrators within the Cancer Center.
• Schedules meetings, conference calls and webinars for special events, conferences, and symposiums for the Cancer Center.
• Provide office-related procurement services for the Center including budget development, adherence, and vendor management for various administrative groups.
• Works with Cancer Center administrative staff to support cancer center events (e.g., External Advisory Boards, site visits, symposia, lectures, workshops) as well as filling in for administrative personnel when needed by covering phones, greeting visitors, or assisting other cancer center personnel.
• Oversee scheduling of conference rooms located on 5th and 6th floors of the Fitzsimons Building, including scheduling, managing resources and information technology (IT).

Additional Duties for Level II

• Maintain Deputy Directors Curriculum Vitae (CV), NIH Biosketch, publication, and grant listings, other support and website profile.
• Independently prepares required materials for meetings, webinars, special events, conferences, and symposiums (e.g., PowerPoint presentations, handouts).
• Independently composes written and verbal communications (i.e., letters, memos, reports, spreadsheets, and presentations) for programs within the Cancer Center, its leadership and administration.

Additional Duties for Level III

• Independently assist Deputy Director and other senior leaders with monthly/quarterly effort reporting per grant requirements.
• Independently manages all phases of special projects as assigned by senior leadership, which includes oversight of all timelines, resources, budgets, and deliverables.
• Provide administrative support to Cancer Center senior leadership which involves learning the roles and responsibilities of the leaders, anticipating needs, coordinating multi-faceted schedules, and discovering and nurturing efficiencies in all aspects of their leadership positions.
• Other duties as assigned

Knowledge, Skills, and Abilities

• Exceptional customer service and relationship management skills
• Ability to establish priorities and meet competing deadlines
• Excellent written and oral communication skills
• Strong problem-solving skills
• Ability to work independently with minimal supervision
• Experience coordinating schedules, meetings, and events
• Experience with honoraria, procurement, and other financial services
• Proficient with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint

Minimum Requirements

Administrative Assistant I – One year of general clerical or administrative service experience.

Administrative Assistant II Two year of general clerical or administrative service experience.

Administrative Assistant III Three year of general clerical or administrative service experience.

Substitution: College, university or non-correspondence business school course work may substitute for the general clerical experience on a year-for-year basis but not for the specific requirements.

Preferred Requirements

• Bachelors degree in any field
• Experience with Microsoft Office suite
• Proficient with University of Colorado finance systems (i.e. Concur, M@rketplace)
• Experience working in an academic medical setting
• Experience serving as a program coordinator or administrative assistant

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