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University of Colorado Program Assistant I in Denver, Colorado

/Applications are accepted electronically ONLY atwww.cu.edu/cu-careers

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University of Colorado Denver*

*Center for Faculty Development

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*Program Assistant I

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*Position #669035 – Posting 16147

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The University of Colorado Denver | Anschutz Medical Campus is a public research university serving more than 18,000 students. We award nearly 4,000 degrees each year, including more graduate and professional degrees than any other Colorado institution. With our solid academic reputation, award-winning faculty and renowned researchers, we offer more than 140 highly rated degree programs through 13 schools and colleges. The university receives over $400 million in research awards each year. In addition to the wide array of health-related programs and facilities offered at CU Anschutz in Aurora, Colo. a significant number of undergraduate and graduate degree programs are taught at CU Denver, our comprehensive campus in the heart of downtown Denver—one of America’s most vibrant urban centers. CU Denver is located steps from the Denver Center for Performing Arts and the LoDo District affording our students, faculty and staff access to a broad array of academic, professional, community, recreational and cultural outlets.

The University of Colorado Denver | Anschutz Medical Campus seeks aProgram Assistant Ito work in the Center for Faculty Development at CU Denver in downtown Denver. The University of Colorado Denver 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.

*CU Denver

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In the heart of downtown Denver—one of America’s most vibrant urban centers—CU Denver is located steps from the Denver Center for Performing Arts and the LoDo District affording our students, faculty and staff access to a broad array of academic, professional, community, recreational and cultural outlets.

*_Job Summary

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The Program Assistant I supports the work of the Director, Assistant Director, and Faculty Fellows in the Center for Faculty Development. The Program Assistant I is responsible for event management, event promotion, tracking and reporting faculty participation data, communicating with various constituencies, office management, monitoring budget expenditures, managing student workers, and administering financial transactions of the CFD.

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Examples of Work Performed*_

OFFICE MANAGEMENT (20%)

  • Manage the daily operations of the Center for Faculty Development.

  • Provides high-level support to the CFD director and staff by: managing multiple calendars, email accounts, arranging travel accommodations, bookings and schedules.

  • Serves as the primary contact for the Center for Faculty Development and provides front line support/customer service to all faculty, staff, students and visitors.

  • Develop and maintains office files, processes and procedures

  • Manages technology in the CFD Department such as hardware, software, and license tracking..

  • Responsible for all CFD website creation, editing and maintenance.

  • Maintain knowledge of University website platform technologies and policies.

  • Take accurate notes at meetings when requested.

  • Draft and distribute professional correspondences related to CFD operations/programs (including grants).

  • Executes the ordering and procurement processes for all CFD purchases; reallocates all purchases and ensures reconciliation is accurate/appropriate.

  • Develop and/or revise internal policies and procedures to ensure the operations of the CFD are current and align with university policy.

  • Oversees hiring and supervising student workers.

  • Coordinate CFD Advisory Board meetings.

  • Serve as the project manager for CFD Director, ensuring appropriate timelines are met, providing data support and working with other stakeholders to stay current on project status and provide updates

  • Work closely with the Faculty Affairs Senior Coordinator (Provost Office) to transfer sensitive faculty dossier materials related to appointment/reappointment/tenure/promotion and faculty awards into the CFD Dossier Library.

EVENT MANAGEMENT (30%)

  • Oversees all event planning for up to 80 events per year, including but not limited to: registrations, reservations, technology materials, speakers and catering.

  • Develop and implement strategic marketing plan for events. Plan and disseminate marketing in print, social media, etc. for all events/functions.

  • Coordination and oversight of all faculty trainings, meetings and New Faculty Orientation.

  • Compiles meeting information for reports to Director.

COMMUNICATIONS (20%)

  • Serves as contact for all CFD internal and external communications to include: sending out emails and communications from Director.

  • Responsible for CFD website creation, editing and maintenance.

  • Determines content of publications

  • Create and distribute promotional literature

  • Analyzes and interprets various kinds of faculty data in order to present to Director and various constituents

  • Assists Director with annual report, compiling and creating interpretation for distribution.

DATA MANAGEMENT & TRACKING (10%)

  • Create and maintain faculty participation database.

  • Produce customized and routine (monthly, semester, annually) statistical reports regarding usage and activity. (using pivot tables)

  • Interpret data and create reports for distribution.

  • Support Director with organizing, disseminating, and managing data/assessment processes

  • Create assessment surveys for all CFD events and special projects using Qualtrics or other survey software.

  • Work closely with the Office of Institutional Research (OIRE) to determine data needs, acquire data, and maintain data for CFD programs, operations, and assessment.

  • Create and manage electronic application forms for CFD programs and grants.

  • Provide data to individual faculty about PD activities.

  • Develop and maintain system to track foot-traffic in CFD office.

BUDGET & FINANCE (20%)

  • Independently determines appropriate account for allocation of expenses to accounts and ensures financial transactions are appropriate and comply with all relevant university regulations and policies.

  • Analyzes and interprets all CFD budgets to forecast spending projections and needs.

  • Ensures accounts maintain a positive financial position, and keeps Director informed of any errors, working with Director to compile documentation for appropriate course of action.

  • Produces monthly finance reports, including developing custom reports and assisting Director with analysis and forecasting.

  • Manages, processes, and serves as the point of contact for procurement, accounts payable, and expense reimbursements, including travel.

  • Determines purchasing needs for department.

  • Maintain current knowledge of financial processes and guidelines, attend training as necessary.

  • Exercise delegated financial authority in determining expenditures needed; making decisions on what expenditures can and cannot be made; reconciling accounts and analyzing discrepancies and solving as appropriate.

  • Analyze and track faculty development funds; budget, verify and reconcile

  • Maintain financial tracking system.

Salary and Benefits:

Hiring Salary Range: $3,933 / month (non-negotiable)

Employees hired into these positions are eligible for University benefits. The University of Colorado offers a full benefits package. Information on University benefits program, including eligibility, is located atwww.cu.edu/employee-services.

Additional Information:

Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.

TheUniversity of Colorado Denver | 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.

TheUniversity of Colorado Denver | 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, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

ADAAA Accommodations:

Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact by phone or email at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.

/Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis./

_Minimum Qualifications:_

  • Four years of experience in an administrative support role in a complex organization, which included at least one year of experience working with budgets and financial reports.

/Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application./

_Substitutions_:

  • College or university course work, appropriate to the work assignment, may substitute for the experience requirement on a year-for-year basis.

_Preferred Qualifications:_

  • A bachelor's degree in business, finance, accounting, HR, marketing, communications, or other closely related field.

  • Experience working with budgets and/or financial reports

  • Experience managing information in a database, such as MS Access or similar.

  • Experience with event management

  • Experience working with faculty in a higher education setting

  • Experience in website maintenance and/or development

_Competencies / Knowledge, Skills and Abilities:_

  • Excellent customer service skills

  • Outstanding oral and written communication skills

  • Ability to verify the accuracy of work

  • Excellent interpersonal skills

  • Proficiency in Microsoft Office

  • Ability to multi-task

  • Outstanding attention to detail

  • Ability to work independently

  • Willingness and ability to learn, flexibility and adaptability

  • Ability to establish rapport with individuals from diverse backgrounds and ability to interact effectively with all levels within the University

  • Ability to take direction/follow instructions and use independent judgment to coordinate various projects and meet multiple deadlines

  • Analytical and problem solving skills

  • Ability to effectively encourage compliance with processes, policies, and procedures

  • Time management and ability to prioritize are key

Job: *Professional Support Services

Organization: *D0001 -- Denver Campus

Title: Program Assistant I

Location: Denver

Requisition ID: 16147

The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.

Click here for a list of ADA and Title IX coordinators. To view the Regent policy, please click here.

This organization participates in E-Verify. We will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each employee's I-9 form to confirm work authorization.

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