EHS Operations Specialist

Job Summary:

As a member of the Environmental Health and Safety (EHS) department, this 1.0 FTE University Staff Operations Specialist is responsible for the day-to-day operations involved in supporting the department. Primary responsibilities for this position include office coordination for the department and providing fiscal support to every division including project coordination and communications assistance. In addition, this position will serve as a backup for the Occupational Health Operations Specialist position to ensure adequate coverage is available in the absence of the Occupational Health Operations Specialist.

This position ensures training reminders are sent to the university community to ensure compliance with the department's training requirements. This position supports financial processes throughout the department that include but are not limited to creating and processing journal entries, supporting divisions with various financial matters such as purchase orders, financial transactions, contract administration, revenue/expense reconciliations, and reporting on the financial health of the divisions and the department to the Director and corresponding Managers. In addition, this position provides the necessary logistical support for department activities such as scheduling rooms, ordering supplies, coordinating scheduling activities during the hiring process, as well as other activities as appropriate.

Key Responsibilities:

Department Administrative Support (30%):

• General office administrative functions and coordination of day to day office organization, including but not limited to maintaining office supply inventory and ordering items as needed.
• Actively participate during hiring events taking the lead in coordinating interview communications and scheduling, and other related activities as assigned.
• Working with university partners to coordinate food orders, room reservations, and other activities related to office events.
• Request keys, access to department server shares, and update all relevant department documents when staff is hired and/or terminated.
• Provide additional support to other divisions as appropriate.
• Set up and track meetings on department service accounts as needed.

Department Financial Management (30%):

• Follow procurement guidelines to manage the department's revenue and expense activities including preparing and processing journal entries, paying invoices, creating payment vouchers and purchase requisitions, assisting managers in administering contracts and standing purchase orders, and making purchases.
• When appropriate, use information provided by individual divisions to prepare and process invoices.
• Track payment status to prevent service interruptions and resolve any issues promptly.
• Prepare budget balance reports for the director and division managers and possess the ability to run m-Fin reports to determine the financial status of the department and divisional budget balances.
• Work with Asset Management and other university groups to account for university assets and space assignments.
• Prepare and submit purchase card and travel expense reports.
• Run encumbrance reports to determine balances and status of standing purchase orders.
• Assist vendors in setting up Markeplace profiles.
• Complete necessary training to obtain university purchase case.

EHS Division Support and Coordination (25%):

• Update appropriate databases with training completions by downloading and importing training results for courses offered by EHS, send out training reminder/delinquent email notifications resulting in approximately 3,000 emails a month, participate in training course reviews when appropriate, and assist users in troubleshooting any issues with completing EHS trainings.
• Create, archive, and otherwise manage user accounts in the EHSAssistant system to keep the database up to date.
• Oversee various email service accounts so that user inquiries are forwarded to appropriate staff for response.
• Schedule meetings when appropriate to address issues and otherwise take initiatives to implement processes to prevent compromised customer service or missed deadlines.
• Cross-train - including obtaining the necessary clearances and training to access EPIC - with Occupational Health Operations Specialist to fill in as back-up to this position when needed. Including deliver lab samples to the University of Colorado Hospital Lab a few times a week as needed.
• Ensure biosafety cabinet program in the EHSAssistant system reflects the most current certification information as provided by the vendors servicing the equipment.

Communication (15%):

• Update web content as needed using the university's content management system Sitefinity or request assistance in making advanced edits as appropriate.
• Provide advertising, communications, brand management, and proofreading assistance support.
• Draft and proof policies, documents, and presentations as appropriate before disseminating to the campus community or external agencies.

Work Location:

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

Why Join Us:

We work to ensure all campus research is compliant with the highest ethical and intellectual standards. With expertise in contracting, funding, compliance, laboratory protocols, clinical research operations and more, our teams provide comprehensive resources to support investigators through every step of the research lifecycle.

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: 10/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.

Diversity and Equity:

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, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community and all veterans. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

• A bachelor's degree in public health, public administration, social/behavioral sciences, physical sciences, nursing, healthcare, finance, accounting, business administration, business, or a directly related field from an accredited institution
• 1 year of professional level experience customer service capacity.
  
  
  
  • A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.
  
  
  
  

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience working in a similar biomedical or higher education setting.
• Front desk receptionist experience.
• Experience managing databases and creating statistics reports.
• Demonstrated experience supporting multiple program managers, planning meetings, coordinating calendars, preparing travel arrangements, and providing assistance on special assignments.
• Three (3) or more years' experience in a higher education, healthcare, or health sciences setting.
• Website management and/or graphic design experience.

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both in writing and orally, with excellent interpersonal communication skills.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Strong analytical skills.
• Proficient skills with spreadsheets, databases and potentially statistical software to maintain and analyze data.
• Ability to adapt to changing demands, to manage multiple tasks throughout the work week, and to work autonomously with minimal oversight

Conditions of Employment:

• Must be willing and able to receive training to deliver lab samples to the University of Colorado Hospital Lab a few times a week.
• Must be willing and able to stand and/or sit for extended periods as well as squat, bend, kneel, and walk for long periods.
• Must be willing and able to lift and carry ~20lbs.
• Must possess and maintain a current, valid driver's license.

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: Jerman Lopez, Jerman.Lopez@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by March 19, 2025.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $54,383 - $65,000

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: http://www.cu.edu/node/153125

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 hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

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.

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.