Administrative Assistant III

University Staff

Description

University of Colorado Anschutz Medical Campus

Department: Advancement

Job Title: Administrative Assistant III

Position #: 00741682 - Requisition #: 34378

Job Summary:

Position Emphasis:

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.

Essential Duties

50% Events Support

• Provide general administrative support for events, including, event setup, attendee outreach, data, any general event logistics, and nametags
• Manage registration process for alumni events, including running registration reports, attendee look-ups, cancellations and refunds, manual registrations and capturing final attendance
• Track event budget for alumni events and provide final budget report at the event debrief meeting
• Support project management and tracking of event tasks in project management software
• Schedule launch, update and debrief meetings for alumni events
• Serve as a team member for Office of Advancement events as needed
• Serve as a resource on site for events which may include evenings and weekends
• Manage weekly communications to event partners on status of event planning
• Support reconciliation of revenue received through registration in the CU Finance system

50 % General Administrative Support

• Provides administrative support functions and office management, such as answering and directing phone calls, sorting and distributing mail, establishing and maintaining files, document management, maintaining office equipment, copies and faxes requested documents, resolving hardware and software issues with for staff, ordering office supplies, swag and maintaining adequate inventory levels, etc. Acts as a liaison to help keep colleagues in the Office of Advancement informed on alumni relations activities.
• Conduct outreach to alumni to increase event attendance, answering alumni inquiries, updating contract information, and support event or program attendance. This position serves as first point of contact for alumni reaching out to the alumni office.
• Schedules meetings and appointments, and maintains calendars to ensure efficient time management. Assists alumni relations staff with calendar management, expense reimbursement, and data entry as needed. Coordinates actions, questions, and decisions between manager and others. Prepares routine and non-routine correspondence, including but is not limited to congratulations letters, and volunteer recognition efforts.
• Create surveys, scheduling polls and other engagement tools for the alumni activities
• Responsible for proofreading invitations, scheduling meetings, organizing mass mailings, printing and copying documents, researching best practices (e. g. membership programs at other universities), and supporting the department with other special projects.
• Assists alumni relations staff with budget tracking and financial management for alumni relations activities. Inputs and utilizes data from central database to create requested reports, spreadsheets and correspondence on a routine basis.
• Supports alumni relations leadership staff to maintain accuracy of database records for alumni. Compiles lists and reports for various alumni relations communications. Alerts central processing of any updates and changes. Completes data projects for targeted alumni audiences which includes researching current contact and employment data and submitting changes to central processing. Input engagement data from alumni activities on campus.
• Provide analysis on data segments to support program decisions. Establish data processes for capturing engagement data for alumni activities and determining the proper process for data received by the office. Trains partners and team members on proper data processes and understanding data reports.
• Other duties as assigned.

Work Location:

Hybrid - this role is eligible for a hybrid work schedule with at least one day on campus and as needed for in-person meetings and events. The employee must be reside in Colorado.

Why Join Us:

Why work for the University?

We have AMAZING benefits and offerexceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Diversity and Equity:

The University of Colorado 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, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community and all veterans. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications: .