Job Summary: | The Business Services Professional provides professional and operational support to the Department of Radiology in a variety of areas, including business and fiscal administration, project coordination, event planning, faculty tenure and promotion oversight, leaving tracking and administrative office support. This position supports radiology leadership, faculty, section chiefs, and vice chairs in the department and aids leadership in the faculty promotion and tenure process. This requires keeping the mid-course review and promotion procedures moving forward and compliant with all University rules, regulations, guidelines and deadlines. The position provides full-cycle event planning support and is responsible for coordinating, strategizing, and executing meetings, official functions on and off campus in compliance with university policies. This position will provide backup support for other professionals on the administrative team. As such, we seek an independent, detail-oriented, organized, and analytical team member who will excel at the duties and responsibilities outlined below. Key Responsibilities: Event, Faculty Tenure and Administrative Support for Faculty - 40%: Assist with the coordination of faculty promotions and tenure processes in the School of Medicine for Radiology faculty at Children’s Hospital Colorado, University Hospital and all affiliate hospitals. Serve as liaison and administrative support for leadership involving career development, and promotions and tenure. Assist leadership with coordination of the promotion and tenure processes in the School of Medicine for Radiology faculty at Children’s Hospital Colorado, University Hospital and all affiliate hospitals. This includes: Successfully tracking and preparing faculty promotion and tenure materials (which may extend to reappointments, promotions, tenure, post-tenure reviews, emeritus/a, distinguished professor and sabbaticals requests) in compliance with University rules, regulations, policies and other guidelines. Establish guidelines, checklists and workflows to manage internal process for faculty promotion or tenure reviews. Consultant on and collaborate with University faculty affairs contacts to resolve issues related to faculty appointment, reappointment, tenure, promotion transactions, post-tenure reviews and reporting, and sabbatical requests and reporting. Ensuring documentation is complete, accurate and submitted by university deadlines; monitor approval process and craft communications to keep faculty informed. Coordinating data collection and reporting; maintaining records. Manage Vice Chairs’ and Section Chiefs’ calendars as needed to coordinate and plan meetings, conferences and educational lectures. Uses critical thinking, analysis and evaluation to provide full-cycle event planning for faculty, including but not limited to: 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). Maintain appropriate reports, forms and administrative documents for accurate record keeping. Perform data entry as needed for updating records, forms and schedules. Provide support for faculty and participate in shared duties of support staff. Process procurement requests, travel arrangements, and reimbursements of faculty and staff. Complete purchase requisitions, purchase orders, reallocate P-card charges. Assist in managing all aspects of day-to-day operations of the office by fostering effective service delivery, calendaring, scheduling meetings/space, coordinating catering as needed, and managing incoming and outgoing mail.
Business, Fiscal & Project Management Support: 60% Coordinate travel, making travel arrangements and processing reimbursement; oversee the funds available for these activities. Process accurate tracking of faculty leave for reporting in HCM time collection based on QGenda reporting. 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, descriptions, etc.) for the Department using CU Marketplace. Enter monthly invoices and process for payment in CU Medicine’s COR360 accounts payable system. Independently determine appropriate accounts for all allocation of expenses and ensure financial transactions are appropriate and comply with all relevant University regulations and policies. Analyzes and interprets department budgets to forecast spending projections and needs (i.e., professional development funds, contract income, division level expenses). Serve as a liaison between the faculty and the Administrator for financial reporting. Keep current on changes and updates to University’s policies and procedures, providing information on these updates to the administrative team. Support daily general offices duties: mail pick-up and delivery; inventory and supplies for office equipment; office equipment maintenance. Provide professional project coordination support including: 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. Senior level: In addition to the duties above Collaborate with administration and staff to identify opportunities to improve processes and implement plans to follow through. Create and maintain forms, administrative documents for accuracy in recording and reporting department processes. Independently review and address SOM and university policy changes impacting department policies and procedures. Independently facilitates the faculty promotion, tenure, and academic review processes across multiple affiliated institutions. This includes operating as a knowledgeable liaison, developing and implementing workflows and compliance measures, resolving issues (in collaboration with university stakeholders), and ensuring accurate coordination, tracking, and reporting, and timely submissions of requests to ensure faculty advancement and retention. Independently spearheads complex on- and off-campus faculty events, from planning to execution; resolve real-time operational challenges. Develop targeted marketing initiatives; evaluate outcomes through data analysis to drive continuous process and event improvements. Independently administers and analyzes departmental financial and administrative operations (including travel, leave, procurement, accounts payable, and budget oversight). Interpreting financial data to forecast spending needs, monitor available funding: support and make recommendations on strategic resource management. Provides complex and independent change and project management support to the Department. Independently review and address SOM and university policy changes impacting department policies and procedures.
This description is a summary only and is detailing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority. |