Administrative Assistant

Job Summary:

This position will be a hybrid role that will provide essential administrative and business support for the Katy O. and Paul M. Rady Esophageal and Gastric Center of Excellence (Rady Center), under the guidance of the Program Coordinator and Executive Director. The Rady Center is an entity that sits under the University of Colorado Cancer Center. The role will focus on assisting the Executive Director and supporting the overall team, helping to improve operational processes and ensuring the smooth daily functioning of the Center.

Key responsibilities include helping to develop and implement processes that contribute to the Center's success, providing support with administrative tasks, assisting in maintaining efficient workflows, and ensuring that all administrative duties align with the Rady Center priorities.

As an administrative assistant, the individual will be expected to learn and stay updated on policies and procedures to ensure compliance with university, state, and federal regulations. The role requires handling business matters with discretion and attention to detail.

Key Responsibilities:

Administrative and Operational Support (50%)

• Manage and coordinate the Executive Director's and other Rady Center leadership's calendars, ensuring the communication and documentation of sensitive matters in compliance with university, state, and federal regulations.

• Prepare, edit, and organize correspondence, including emails, memos, and Center-wide communications, while serving as an authorized signer for the Executive Director.

• Coordinate detailed travel itineraries and manage procurement services, travel reimbursements, and allocations for the Executive Director and other Rady Center leadership, ensuring compliance with university policies.

• Reconcile transactions and reports for University Procurement and Travel Cards, prepare and submit monthly expense reports, and track internal and external reimbursements.

• Anticipate the needs of the Executive Director and Rady Center leadership by researching and preparing necessary documents, reports, and policies for meetings, and provide comprehensive administrative support across various projects.

• Assist the Program Coordinator and other Rady Center faculty and staff with administrative tasks as needed.

• Assist the Executive Director's research team with meeting scheduling and administrative tasks as needed

Meeting and Event Support (30%)

• Attend meetings, take minutes, follow up on action items, and prepare materials (e.g., presentations, handouts) for meetings, webinars, conferences, and special events.

• Alongside the Program Coordinator, plan, coordinate, and execute both on- and off-campus events, handling logistics such as room setup, audiovisual equipment, and necessary paperwork.

• Assist in coordinating guest speakers, visitors, and recruits, including travel arrangements, accommodations, expense reports, and honoraria, and oversee the new faculty and staff recruitment process

Marketing and Communications Coordination (20%)

• Collaborate with Communications and Marketing teams to organize and update Rady Center communications and website content, while supporting marketing initiatives to promote the Rady Center in partnership with the Cancer Center

Additional Duties for Level 2

• Independently prepares required materials for meetings, webinars, special events, conferences, and symposiums (e.g., PowerPoint presentations, handouts)

• Independently composes written and verbal communications (i.e., letters, memos, reports, spreadsheets, and presentations) for programs within the Cancer Center, its leadership and administration

Additional Duties for Level 3

• Independently manages all phases of special projects and large-scale events as assigned by the Executive Director, senior leadership, and Program coordinator, which includes oversight of all timelines, resources, budgets, and deliverables

• Provide administrative support to Rady Center senior leadership, which involves learning the roles and responsibilities of the leaders, anticipating needs, coordinating multi-faceted schedules, and discovering and nurturing efficiencies in all aspects of their leadership positions

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 University of Colorado Cancer Center stands at the forefront of cancer research and patient care in Colorado. As the state's only National Cancer Institute (NCI) designated Comprehensive Cancer Center, we hold a prestigious distinction that acknowledges our exceptional contributions to the fields of research, clinical trials, prevention, and cancer control. Our guiding vision is clear: "Prevent and conquer cancer. Together." At the heart of our mission is the work to "unite our community to overcome cancer through innovation, discovery, prevention, early detection, multidisciplinary care, and education."

Our more than 300 members, made up of renowned physicians and researchers, conduct patient-centered research to develop innovative, state-of-the-art technologies, and treatments. Crucial to this work is the nearly 300 staff members who help expand the reach of the CU Cancer Center. Our expertise across cancer types helps us provide world-class treatment for common cancers, while offering hope for many patients with difficult or aggressive cancers who have struggled to find treatment options elsewhere.

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.

To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness

Qualifications:

Minimum Qualifications:

• Administrative Assistant 1 - One year of general clerical or administrative service experience.

• Administrative Assistant 2 - Two years of general clerical or administrative service experience.

• Administrative Assistant 3 - Three years of general clerical or administrative service experience.

Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience

Applicants must meet minimum qualifications at the time of application.

Preferred Qualifications:

• Bachelor's degree in any field

• Experience with Microsoft Office suite

• Proficient with University of Colorado finance systems (i.e. Concur, M@rketplace)

• Experience working in an academic medical setting

• Experience serving as a program coordinator or administrative assistant

Knowledge, Skills and Abilities:

• Exceptional customer service and relationship management skills

• Ability to establish priorities and meet competing deadlines

• Excellent written and oral communication skills

• Strong problem-solving skills

• Ability to work independently with minimal supervision

• Experience coordinating schedules, meetings and events

• Experience with honoraria, procurement and other financial services

Proficient with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint

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 (only use if a cover letter is necessary)

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: Jessica Dry, jessica.dry@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by November 9, 2025. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as HIRING RANGE (minimum - 40^th posting max).

Admin I - $37,944-$44,016

Admin II - $39,852-$46,231

Admin III - $50,856-$58,992

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

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 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.