Open Rank Administrative Assistant (I - Iii)

University of Colorado Anschutz Medical Campus

School of Medicine | Department of Medicine | Division of Allergy and Clinical Immunology

Job Title: Open Rank Administrative Assistant (I - III)

Position: #00824419 - Requisition: # 34040

Job Summary:

This full-time exempt professional position is responsible for providing administrative assistance and support to patient services which includes mailing out testing supplies to clients and patients, assisting laboratory staff with accessioning duties, and tracking and managing testing analysis supplies for patients and patient's families for the Division of Allergy and Clinical Immunology. This position will require the employee to familiarize themselves and use the established laboratory management software to document all client-related activities and communications. This position must be aware of and adhere to HIPAA and patient confidentiality rules and regulations. This position will be required to work with couriers, Federal Express and the US Postal services.

Key Responsibilities:

• Building and sending out testing kits.

• Entering data into laboratory management software.

• Receiving kit requests and completing send-out procedures.

• Documenting, re-directing, and/or handling a variety of incoming client calls.

• Managing, monitoring, and replying to email and fax mailboxes containing client requests.

• Updating and maintaining manual and electronic patient files.

• Reviewing and entering data from UNOS listed patients for activations, in-activations, and removals within the laboratory management software.

• Scanning and preparing files for archiving.

• Checking and maintaining current inventory of all supplies for lab send outs.

• Compiling and distributing lab tests related to billings.

• Assisting laboratory staff with accessioning incoming samples into the laboratory management software.

• Providing administrative support such as communicating with lab personnel, completing paperwork, data entry, faxing and collating reports, and contacting patients/dialysis units to discuss patient samples as needed.

Work Location:

Onsite - this role is expected to work onsite and is located in Aurora, CO.

Why Join Us:

As an academic based biotechnology company, ClinImmune Cell & Gene Therapy is committed to providing the highest quality service and support to clinical customers and researchers locally and abroad. Our prime location at the University of Colorado Anschutz Medical Campus allows for collaboration with world-renowned clinicians and scientists. ClinImmune Cell & Gene Therapy is an academic and clinical component of the University of Colorado Anschutz Medical Campus.

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off - vacation, sick, holidays and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness.

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, ethnic minorities, persons with disabilities, persons within the LGBTQ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

Level I:

• One (1) year of general clerical and/or administrative experience, which includes experience managing calendars using Outlook or other similar applications.

• Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.

Level II:

• Two (2) year of general clerical and/or administrative experience, which includes experience managing calendars using Outlook or other similar applications.

• Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.

Level III:

• Three (3) years of general clerical and/or administrative experience, which includes experience managing calendars using Outlook or other similar applications.

• Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience working in research and/or health care setting.

• Experience providing administrative support to Research and/or Health Care Professionals.

• One (1) year of inventory management experience which includes handling, shipping, receiving, tracking, storing, and distributing goods and materials.

• Experience utilizing an electronic database to enter, maintain and compile data.

• Experience completing and tracking billing invoices and purchase requests.

• Experience ordering, tracking, and managing supplies (medical/lab supplies are preferred).

• Experience utilizing electronic software such as Microsoft Word and Outlook.

• Experience utilizing an electronic database such as Microsoft Access to track and maintain data.

• Experience creating and maintaining both electronic and manual filing systems.

Knowledge, Skills, and Abilities:

• Data entry skills

• A strong grasp on office protocols and procedures.

• Demonstrated interpersonal and customer service skills with the ability to establish rapport with persons of diverse backgrounds.

• Demonstrated ability to manage multiple tasks and work independently with minimal supervision.

• Self-motivated with the ability to problem-solve.

• Detail oriented with excellent time management and organizational skills.

• Ability to communicate effectively, both in writing and orally which includes the ability to check for typographical, grammatical, and spelling errors.

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: Timothy Lovato, timothy.lovato@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by June 30th, 2024. 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:

Level I: $37,440 - $43,152

Level II: $39,060 - $45,314

Level III: $49,848 - $57,826

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.