University of Colorado Anschutz Medical Campus

Department: Department of Surgery, GITES (G.I., Trauma, and Endocrine Surgery) Division

Working Title: Administrative Assistant III

Position #: 00841661 – Requisition #:38228

Job Summary:

The G.I., Trauma, and Endocrine Surgery (GITES) Division is looking for an Administrative Assistant III. This position will be responsible for administrative and scheduling tasks for the faculty in the Division of GITES.

Positions at this level have the authority to design and implement, without prior approval, the general office, and administrative operations to accomplish the unit's work. Work includes, but is not limited to, creating and revising office procedures and writing office procedure manuals, designing forms; establishing general office record systems and resource libraries, including content of files and publications, coding and maintenance schemes, circulation and retrieval, production, access, and disposal; compiling and formatting the content for program materials, such as annual reports and newsletters; accounting for the unit’s allotted funds by authorizing (signing) operating expenditures for such things as office supplies, calculating estimated office operating expenses for the annual budget request; and, designing the physical layout of the unit’s work area. Some positions in this class may function as work leaders who are partially accountable for the work product of at least two full-time equivalent positions.

Key Responsibilities:

Admin Support: 70%

• Provide day-to-day program support to the Division Chief of GI, Trauma & Endocrine Surgery, support the faculty of GITES (Bariatrics, Colorectal, MIS, Endocrine).

• Create quarterly, monthly, bi-weekly, and weekly meetings for the appropriate staff across GITES (Bariatrics, Colorectal, MIS, Endocrine).

• Clinical on-call scheduling for attendings and residents using software (QGenda).

• Assist the Division Administrative Director, Business HR Partner and other administrative staff with project support, data gathering, entry, electronic records, and administrative support.

• Point of contact to answer general questions, schedule management, and facilitate/escalate urgent support requests of faculty to the appropriate support team and or manager.

Office Operational Duties: 30%

• Act as a first point-of-contact for the Division Chief of GI, Trauma & Endocrine Surgery, support the faculty of GITES (Bariatrics, Colorectal, MIS, Endocrine).

• Create and/or revise office procedures and filing systems as needed.

• Process and generate maintenance requests.

• Monitor surgery administration Outlook inbox, and divisional mail distribution.

• Manage and process all EMS requests for the division.