Executive Assistant and Event Planner

Executive Assistant and Event Planner - 33142 University Staff

Description

University of Colorado Anschutz Medical Campus

Department: Pharmacology

Job Title: Executive Assistant and Event Planner

Position #: 00821199 - Requisition #: 33142

Job Summary:

Key Responsibilities:

• Provide administrative support to the Chair, exercising confidentiality, tact, and diplomacy. Anticipate and prepare meeting materials ahead of time for the Chair; work a similar schedule as the Chair to ensure they are supported. Manage the Chair's calendar to prevent overlapping meetings, anticipating potential conflicts, and facilitating increased efficiency with effective and consistent calendar management and communications.

• Take the lead in planning and executing logistics of department events including, but not limited to, seminar series, faculty member recruitment, Maller symposium, Department retreat, wellness events, faculty chalk talks, happy hours, faculty meetings, award ceremony, invited speaker seminars, etc. Initiate and attend meetings with the event planning committees regularly to ensure compliance of university, CU Medicine, and donor policies. Monitor and purchase office supplies, materials and food needed for internal and external meetings.

• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.

• Oversee on-site event operations, troubleshoot issues, and ensure the smooth execution of events.

• Develop and process procurement forms invoices, official functions, reimbursements, purchase orders, and travel arrangements, using all University systems such as: Concur Travel and Expense System, procurement card, travel card, and CU Medicine system strictly adhering to the University and CU Medicine policies and procedures.

• Serve as Marketplace requestor for Chair's lab. Ensure all orders are approved timely in accordance with Department policy.

• Coordinate and organize all travel related purchases and other expenses for Chair, recruit candidates, and invited speakers using the University's purchasing system (Concur and CU Medicine Concur).

Work Location:

Hybrid Aurora, CO.

Why Join Us:

Executive Assistant and Event Planner

Position #: 00821199 - Requisition #: 33142

Job Summary:

Key Responsibilities:

• Provide administrative support to the Chair, exercising confidentiality, tact, and diplomacy. Anticipate and prepare meeting materials ahead of time for the Chair; work a similar schedule as the Chair to ensure they are supported. Manage the Chair's calendar to prevent overlapping meetings, anticipating potential conflicts, and facilitating increased efficiency with effective and consistent calendar management and communications.

• Take the lead in planning and executing logistics of department events including, but not limited to, seminar series, faculty member recruitment, Maller symposium, Department retreat, wellness events, faculty chalk talks, happy hours, faculty meetings, award ceremony, invited speaker seminars, etc. Initiate and attend meetings with the event planning committees regularly to ensure compliance of university, CU Medicine, and donor policies. Monitor and purchase office supplies, materials and food needed for internal and external meetings.

• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.

• Oversee on-site event operations, troubleshoot issues, and ensure the smooth execution of events.

• Develop and process procurement forms invoices, official functions, reimbursements, purchase orders, and travel arrangements, using all University systems such as: Concur Travel and Expense System, procurement card, travel card, and CU Medicine system strictly adhering to the University and CU Medicine policies and procedures.

• Serve as Marketplace requestor for Chair's lab. Ensure all orders are approved timely in accordance with Department policy.

• Coordinate and organize all travel related purchases and other expenses for Chair, recruit candidates, and invited speakers using the University's purchasing system (Concur and CU Medicine Concur).

Work Location:

Hybrid Aurora, CO.

Why Join Us:

33142

Job Summary:

Key Responsibilities:

• Provide administrative support to the Chair, exercising confidentiality, tact, and diplomacy. Anticipate and prepare meeting materials ahead of time for the Chair; work a similar schedule as the Chair to ensure they are supported. Manage the Chair's calendar to prevent overlapping meetings, anticipating potential conflicts, and facilitating increased efficiency with effective and consistent calendar management and communications.

• Take the lead in planning and executing logistics of department events including, but not limited to, seminar series, faculty member recruitment, Maller symposium, Department retreat, wellness events, faculty chalk talks, happy hours, faculty meetings, award ceremony, invited speaker seminars, etc. Initiate and attend meetings with the event planning committees regularly to ensure compliance of university, CU Medicine, and donor policies. Monitor and purchase office supplies, materials and food needed for internal and external meetings.

• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.

• Oversee on-site event operations, troubleshoot issues, and ensure the smooth execution of events.

• Develop and process procurement forms invoices, official functions, reimbursements, purchase orders, and travel arrangements, using all University systems such as: Concur Travel and Expense System, procurement card, travel card, and CU Medicine system strictly adhering to the University and CU Medicine policies and procedures.

• Serve as Marketplace requestor for Chair's lab. Ensure all orders are approved timely in accordance with Department policy.

• Coordinate and organize all travel related purchases and other expenses for Chair, recruit candidates, and invited speakers using the University's purchasing system (Concur and CU Medicine Concur).

Work Location:

Hybrid Aurora, CO.

Why Join Us:

Diversity and Equity:

Qualifications:

Minimum Qualifications:

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.

• A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

• Two (2) years of administrative or operational experience in a professional business environment.

Applicants must meet minimum qualifications at the time of hire.

Condition of Employment:

• Willingness to work after-hour events and occasionally travel overnight.

Preferred Qualifications:

• Previous experience with project management.

• Experience with University of Colorado systems including Concur, COR360, and CU Marketplace.

• Experience managing multiple schedules using Outlook.

• Experience with event planning and management.

• TIPS Certified or willingness to become certified.

Knowledge, Skills, and Abilities:

• 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.

• Exceptional customer service skills.

• Demonstrated commitment and leadership ability to advance diversity and inclusion.

• Advanced proficiency with Microsoft Office Suite.

• Ability to be flexible and handle multiple and shifting priorities.

• Demonstrated ability to act independently and prioritize to best meet department business needs in an environment with many competing demands.

• Ability to read, analyze, and interpret policies, documents, and regulations.

• Must be detail-orientated and maintain excellent organizational skills.

How to Apply:

Screening of Applications Begins:

April 12 th , 2024

Anticipated Pay Range:

or hiring range $60,514 - $76,974

or hiring range

ADA Statement:

Background Check Statement:

Vaccination Statement:

Qualifications

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Posted by the FREE value-added recruitment advertising agency (~~~/)

The Department of Pharmacology is actively engaged in uncovering fundamental mechanisms of biological systems, so that they can be targeted and manipulated in a therapeutic context to treat or prevent disease. Our mission is to advance the field of Pharmacology through innovative and impactful research, and through training the next generation of scientists. While the classic definition of Pharmacology is the study of drugs, their toxicology, and their therapeutic use, we define pharmacology more broadly. We are seeking applications for an Executive Assistant and Event Planner. This senior-level position is an integral part of the Department of Pharmacology operations. It serves as the face of the Department for recruits, seminar speakers, donors, and other external constituents. The candidate organizes all Department related events and actively participates in the annual Spring retreat and end of year award ceremony. They contribute to valuing all department members, ensuring all are treated respectfully, and creating a sense of belonging. The executive assistant provides support to the Department Chair. They will serve as the Marketplace requestor for the Chair's lab approving purchases and keep a close eye on the financial portfolio of the Chair to ensure expenses are compliant and within university, state, and sponsor policies. The candidate should take on tasks independently with direction from the Director of Finance and Administration. They will disseminate all department related communication and organize meetings for the Chair and department related committees as needed. They will be part of a closely knitted administrative team who thrives under collaboration and a respectful work ethic. ·

• this role is eligible for a hybrid schedule of 4 days per week on campus and as needed for in-person meetings in

Located on the beautiful University of Colorado Anschutz Medical Campus, and near the Rocky Mountains, the Department of Pharmacology is housed in the Research 1 North and South buildings. We are one of six basic science departments on campus. The candidate will have the opportunity to help contribute towards the success of our rapidly growing Department. We are expected to grow by 30% with the addition of seven primary, regular faculty over the next several years. The department has continuously ranked among the top fifteen Pharmacology departments across the nation for NIH funding to individual researchers and academic institutions by the Blue Ridge Institute for Medical Research. The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off - vacation, sick, holidays and more. To see what benefits are available, please visit: ~~~=

The Department of Pharmacology is actively engaged in uncovering fundamental mechanisms of biological systems, so that they can be targeted and manipulated in a therapeutic context to treat or prevent disease. Our mission is to advance the field of Pharmacology through innovative and impactful research, and through training the next generation of scientists. While the classic definition of Pharmacology is the study of drugs, their toxicology, and their therapeutic use, we define pharmacology more broadly. We are seeking applications for an Executive Assistant and Event Planner. This senior-level position is an integral part of the Department of Pharmacology operations. It serves as the face of the Department for recruits, seminar speakers, donors, and other external constituents. The candidate organizes all Department related events and actively participates in the annual Spring retreat and end of year award ceremony. They contribute to valuing all department members, ensuring all are treated respectfully, and creating a sense of belonging. The executive assistant provides support to the Department Chair. They will serve as the Marketplace requestor for the Chair's lab approving purchases and keep a close eye on the financial portfolio of the Chair to ensure expenses are compliant and within university, state, and sponsor policies. The candidate should take on tasks independently with direction from the Director of Finance and Administration. They will disseminate all department related communication and organize meetings for the Chair and department related committees as needed. They will be part of a closely knitted administrative team who thrives under collaboration and a respectful work ethic. ·

• this role is eligible for a hybrid schedule of 4 days per week on campus and as needed for in-person meetings in

Located on the beautiful University of Colorado Anschutz Medical Campus, and near the Rocky Mountains, the Department of Pharmacology is housed in the Research 1 North and South buildings. We are one of six basic science departments on campus. The candidate will have the opportunity to help contribute towards the success of our rapidly growing Department. We are expected to grow by 30% with the addition of seven primary, regular faculty over the next several years. The department has continuously ranked among the top fifteen Pharmacology departments across the nation for NIH funding to individual researchers and academic institutions by the Blue Ridge Institute for Medical Research. The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off - vacation, sick, holidays and more. To see what benefits are available, please visit: ~~~ - Requisition #:

The Department of Pharmacology is actively engaged in uncovering fundamental mechanisms of biological systems, so that they can be targeted and manipulated in a therapeutic context to treat or prevent disease. Our mission is to advance the field of Pharmacology through innovative and impactful research, and through training the next generation of scientists. While the classic definition of Pharmacology is the study of drugs, their toxicology, and their therapeutic use, we define pharmacology more broadly. We are seeking applications for an Executive Assistant and Event Planner. This senior-level position is an integral part of the Department of Pharmacology operations. It serves as the face of the Department for recruits, seminar speakers, donors, and other external constituents. The candidate organizes all Department related events and actively participates in the annual Spring retreat and end of year award ceremony. They contribute to valuing all department members, ensuring all are treated respectfully, and creating a sense of belonging. The executive assistant provides support to the Department Chair. They will serve as the Marketplace requestor for the Chair's lab approving purchases and keep a close eye on the financial portfolio of the Chair to ensure expenses are compliant and within university, state, and sponsor policies. The candidate should take on tasks independently with direction from the Director of Finance and Administration. They will disseminate all department related communication and organize meetings for the Chair and department related committees as needed. They will be part of a closely knitted administrative team who thrives under collaboration and a respectful work ethic. ·

• this role is eligible for a hybrid schedule of 4 days per week on campus and as needed for in-person meetings in

Located on the beautiful University of Colorado Anschutz Medical Campus, and near the Rocky Mountains, the Department of Pharmacology is housed in the Research 1 North and South buildings. We are one of six basic science departments on campus. The candidate will have the opportunity to help contribute towards the success of our rapidly growing Department. We are expected to grow by 30% with the addition of seven primary, regular faculty over the next several years. The department has continuously ranked among the top fifteen Pharmacology departments across the nation for NIH funding to individual researchers and academic institutions by the Blue Ridge Institute for Medical Research. The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off - vacation, sick, holidays and more. To see what benefits are available, please visit: ~~~ (~~~) .

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, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

For full consideration, please submit the following document(s): 1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position. 2. Curriculum vitae / Resume 3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address. Applications are accepted electronically ONLY at ~~~/cu-careers. Questions should be directed to: Jennifer Orsund, ~~~ (~~~)

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by . Those who do not apply by this date may or may not be considered.

The starting salary range () for this position has been established as . The above salary range () represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level. 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. Total Compensation Calculator: ~~~ (~~~)

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at ~~~ (~~~) ?.

The University of Colorado 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.

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases (~~~) . If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program (~~~) .

Application Materials Required: Cover Letter, Resume/CV, List of References : Business Services : Hybrid Department: U0001 -- Anschutz Med Campus or Denver - 20120 - SOM-PHARM GENERAL OPERATIONS : Full-time : Apr 2, 2024 : Ongoing Posting Contact Name: Jennifer Orsund Posting Contact Email: ~~~ (~~~) Position Number: 00821199jeid-649df3cc3028e848bc928ffbe4c1ee6f

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