Open Rank Administrative Assistant (Level I – Level III)

Job Summary:

This position plays a key role in supporting the Division of Infectious Diseases within a dynamic academic medical center. The successful candidate will serve as a trusted partner to faculty and staff leaders, ensuring the efficient day-to-day operation of the office.

In this highly visible role, the employee will collaborate with faculty and staff across the division to plan impactful programs and events, manage administrative and operational functions, and serve as a central resource for faculty and staff across the division.

Key Responsibilities:

• Provide comprehensive administrative support to faculty and staff leaders, including calendar management, meeting scheduling, correspondence, and coordination of virtual and in-person meetings.

• Coordinate division meetings, programs, and events—including faculty meetings, orientations, retreats, wellness initiatives, and other activities—managing logistics, venues, catering, rentals, promotion, and on-site support in partnership with division leadership and the Faculty Wellbeing Director.

• Manage day-to-day office operations and shared spaces, including facilities requests, copier and conference room support, meeting technology, inventory and supply procurement, mail distribution, and coordination with IT and other campus service providers.

• Coordinate end-to-end logistics for faculty candidate interviews, including interview itineraries, travel and lodging, hosted meals, candidate job talks, on-site support, and travel and expense reimbursements.

• Lead new faculty onboarding, including orientation, workspace preparation, technology and equipment setup, badging, onboarding materials, and guidance on campus resources and administrative processes.

• Reconcile procurement, travel, and other divisional expenses in accordance with established policies.
• Coordinate division social media communications, including content planning, creation, scheduling, and posting.

• Provide backup coverage to ensure continuity of administrative and operational functions, while supporting special projects and performing additional duties as assigned.

Work Location:

Hybrid – This role is eligible for a hybrid schedule of 3 days per week on campus. Attendance on campus is required on the days of events the employee is coordinating or supporting, which may occur on any weekday and occasionally on weekends.

Why Join Us:

The Division of Infectious Diseases is dedicated to improving health through outstanding patient care, innovative research, and transformative education. We provide expert, compassionate, and collaborative infectious disease care, advance the field through scientific discovery, promote best practices in antimicrobial stewardship and infection prevention, and train the next generation of clinicians and physician-scientists.

Our work extends across the Mountain-Plains region and beyond, with a commitment to advancing health equity, expanding knowledge, and improving the lives of the patients and communities we serve.

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:

Administrative Assistant I:

• One (1) year of professional experience in business operations support.

  • A combination of related education and/or relevant experience in an occupation related to the work assigned equal to one (1) year.

Administrative Assistant II:

• Two (2) years of professional experience in business operations support.

  • A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years.

Administrative Assistant III:

• Three (3) years of professional experience in business operations support.

  • A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Bachelor’s degree from an accredited institution.

• Previous experience comprehensive administrative support, including calendar management, meeting coordination, scheduling, correspondence, and general office operations.

• Experience in academic medicine and/or higher education environments.

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.

Knowledge, Skills and Abilities:

• Strong organizational and time management skills, with the ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.

• Excellent verbal and written communication skills, with the ability to interact professionally and effectively with faculty, staff, students, visitors, and external partners.

• Ability to plan, coordinate, and execute meetings, events, and programs while effectively managing multiple logistical details and competing priorities.

• Strong attention to detail and accuracy in managing information, procurement and travel expenses, documentation, and administrative processes.

• Ability to exercise sound judgment, maintain confidentiality, work independently, and collaborate effectively within a team-oriented environment.

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, with the ability to learn and utilize institutional systems and technologies.

How to Apply:

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.

Questions should be directed to: Eleanor Shields-Ramirez, eleanor.shields-ramirez@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by October 23rd, 2026.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as:

• Administrative Assistant I: $39,520 – $45,996

• Administrative Assistant II: $4