ORE Executive Assistant

University of Colorado Anschutz

Department\: Office of Medical Education

Job Title\: ORE Executive Assistant

Position #\: 853741 – Requisition #\:41338

Job Summary\:

Reporting to the Business Services Program Director within the Office of Research Education (ORE), School of Medicine, the ORE Business Services Professional provides comprehensive professional business administration and executive-level administrative support to the Associate Dean of Research Education and the Business Services Program Director, while serving as a key liaison for the ORE leadership team. This position manages special projects, fiscal and procurement, event planning and meeting coordination, complex scheduling, executive communications and operational activities that support the strategic priorities of Research Education.

The role serves as a primary point of contact for the Associate Dean, exercising sound judgment, discretion, and professionalism in managing confidential information and interacting with university leadership, faculty, staff, students, and external partners. The position coordinates leadership meetings, supports governance activities, facilitates communications, manages calendars and travel, and assists with planning major ORE initiatives, including retreats, symposiums, recruitment activities, and faculty events.

This role requires exceptional organizational skills, the ability to manage multiple priorities in a fast-paced environment, and a commitment to providing outstanding customer service while supporting the mission of graduate and research education.

Key Responsibilities\:

Executive Administrative and Fiscal Support (25%)

• Provide high-level executive administrative support to the Associate Dean of Research Education and Business Services Program Director, including complex calendar management, meeting coordination, travel arrangements, and correspondence.
• Serve as the primary administrative liaison for the Associate Dean with internal and external stakeholders, independently assessing requests, determining priorities and appropriate routing, resolving routine and moderately complex matters, and escalating issues requiring leadership attention.
• Coordinate leadership meetings by preparing agendas at least 5 business days in advance of meetings, compiling and distributing relevant materials at least 3 business days in advance, recording meeting minutes, and tracking action items to completion. Minutes should be prepared within one week of the meeting for review by ORE leadership in attendance.
• On behalf of the Associate Dean and Business Services Program Director, draft, edit, and proofread correspondence, reports, presentations, meeting materials, and other communications, ensuring accuracy, clarity, and appropriate professional tone.
• Manage confidential and sensitive information with discretion while ensuring compliance with university policies.
• Coordinate travel arrangements, reimbursements, honoraria, purchasing requests, and expense reports in accordance with university policies and established procedures.
• Perform procurement functions including travel card and procurement card reconciliation for all department members, purchase orders and associated budget management (speedtype audits/reports, allowable expenditures, etc.).
• Invoice and reconcile contract payments in partnership with the Business Services Program Director.
• Develop, maintain, and implement administrative procedures, templates, and standard operating guides to improve office efficiency and consistency.
• monitoring deliverables, identifying risks or barriers, and communicating project status to ORE leadership.
• Provide backup coverage for ORE staff and contribute to cross-training initiatives to build team capacity and resilience.

Leadership Operations & Communications (25%)

• Coordinate communications on behalf of the Associate Dean, including announcements, newsletters, presentations, surveys, reports, and executive correspondence.
• Manage email distribution lists and ensure accurate and timely dissemination of information.
• Handle inquiries and requests from internal and external parties promptly (within 2 business days) and professionally, assessing needs and routing matters as appropriate.
• Facilitate communication between ORE leadership, Program Directors, Program Administrators, students, faculty, and staff.
• Interpret and apply university policies, procedures, and administrative requirements to complex operational matters; research issues, identify appropriate courses of action, and advise ORE leadership and stakeholders regarding administrative processes.
• Prepare materials for meetings, committees, and advisory groups.
• Track and monitor deadlines, deliverables, and follow-up activities for leadership initiatives and communicate emerging needs or issues to appropriate stakeholders.
• Represent the Office of Research Education with professionalism while providing exceptional customer service to internal and external constituents.

Operational & Data Management (20%)

• Collect, organize, maintain, and support the analysis of operational data related to ORE initiatives, programs, activities, and reporting. Translate and visualize data using a variety of software/tools to support leadership meetings, presentations, and projects.
• Maintain confidential files, records, and databases in accordance with university policies, including FERPA requirements.
• Support the preparation of and develop ad-hoc reports and other materials used for strategic planning and decision-making by compiling and organizing relevant information.
• Coordinate document management and ensure information is current, organized, accessible, and maintained for appropriate stakeholders.
• Utilize university systems for room scheduling, purchasing, travel, and administrative operations, and apply established procedures to support efficient processing.

Executive Event & Project Coordination (30%)

• Manage planning and execution of ORE meetings, retreats, symposiums, recruitment programs, orientation activities, recognition programs, and other strategic events, coordinating budgets, timelines, vendors, facilities, technology, communications, participants, and on-site operations.
• Planning and managing logistics for inception to execution of complex and large-scale events.
• Guiding the development and management of budgets to ensure planning aligns with any budget restrictions.
• Developing the invitee list, preparing meeting materials, meal planning and securing meeting location.
• Providing key risk management support to ensure policies, codes and accessibility (ADA) are integrated into the planning process.
• Developing marketing and promotional strategies for individual events (over multiple mediums and for diverse audiences).
• Directly contributing to event set-up and tear down logistics, using critical thinking and analysis to resolve last minutes issues.
• Generating surveys or leading debrief sessions to collect data on the effectiveness of the planning, marketing and execution of the event; analyze data/feedback to identify trends and specific areas of improvement (for future events).

• Manage the annual administrative planning and implementation of the Leadership Academy for first-year students. Develop the annual program schedule; coordinate faculty and invited speakers; manage participant communications and program materials; administer Canvas content; coordinate accommodations, catering, and event logistics; resolve operational issues; and evaluate administrative processes to support an effective participant experience.

• Independently manage the Associate Dean's complex executive calendar, evaluating competing priorities, anticipating scheduling conflicts, determining appropriate meeting participation, and coordinating with senior university leaders and external stakeholders.

• Coordinate planning and logistics for recruitment events, orientation activities, recognition programs, and other Office of Research Education initiatives.

• Manage assigned administrative and strategic projects from initiation through completion, including defining project requirements, establishing timelines and milestones, coordinating stakeholders,

  • Determines the appropriate steps and/or stakeholders necessary to accurately complete projects.
  • Supporting the facilitation of project meetings; coaching project teams to define and track measures of change success.
  • Building relationships with stakeholders.
  • Helping to set and manage roles, responsibilities, and expectations among project team members.
  • Participating in the creation of reports and updates to leaders, project team members, and other stakeholders, as necessary.
  • Helping to track project performance at regular intervals to ensure that key milestones are met.
  • Ensuring deliverables are met on time, within scope, and on budget.
  • Integrating change management activities into project plans.

• Coordinate cross-functional projects and provide administrative support to ORE leadership as needed.

Work Location\:

Hybrid – this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings.

Why Join Us\:

The Office of Research Education (ORE), housed within the School of Medicine’s Office of Medical Education, encompasses 13 Biomedical Ph.D. programs. These programs provide essential training to graduate students in a wide variety of skills, including communication, leadership, and integrity. In a diverse, inclusive, and safe environment, ORE provides a space to foster strong scientific interactions between the basic science and clinical/translation research communities on the Anschutz campus and across the nation, to advance fundamental discoveries and improve overall health. As such, this is an exciting time to join ORE and support an intellectual center that enriches and furthers the curiosity that draws students and faculty to scientific research, innovation, and education.

Why work for the University?

We have AMAZING benefits and offer exceptional 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\: 15/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.

Qualifications\:

Minimum Qualifications\:

• Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution. Substitution\: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
• 1 year of professional business administration, executive support, project management/coordinator, budget or fiscal experience in an academic or business-related environment.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications\:

• Experience working in higher education.
• Experience with Microsoft Office suite and Smartsheet software.
• Progressive administrative experience within a healthcare or university setting.
• Project/change management experience or certifications.
• Experience supporting fiscal and budget operations.
• Experience working with CU systems related to procurement, finance, events, etc.

Conditions of Employment\:

• Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

Competencies/Knowledge, Skills & 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.
• Outstanding customer service skills.
• Exceptional interpersonal skills, ability to communicate effectively, both in writing and orally.
• Excellent organizational skills and the ability to manage multiple projects at one time.
• Outstanding customer service skills.
• Detail-oriented with a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving skills
• Ability to plan, organize, implement, and coordinate administrative activities.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint
• Ability to work independently with minimal supervision but recognize promptly when help is needed.

How to Apply\:

For full consideration, please submit the following document(s)\:

2. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position
4. Curriculum vitae / Resume
6. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to\: Morgan Texeira at [email protected]

Screening of Applications Begins\:

Immediately and continues until position is filled. For best consideration, apply by 1 week from posting date.

Anticipated Pay Range\:

The starting salary range (or hiring range) for this position has been established as $56,995- $76,374.

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 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

Equal Employment Opportunity Statement\:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement\:

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 [email protected].

Background Check Statement\:

The University of Colorado Anschutz 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.

Vaccination Statement\:

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.