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Program Assistant

Company: University of Colorado Anschutz Medical Campus
Location: Aurora
Posted on: July 6, 2024

Job Description:

University Staff Description University of Colorado Anschutz Medical Campus
Department: Student & Alumni Affairs
Job Title: Program Assistant
Position #:00211953 - Requisition #:34126

Job Summary:

The School of Dental Medicine (SDM) welcomes applications for a full-time Program Assistant to provide administrative and technical support to the Director of the International Student Program (ISP), Assistant Director of the International Student Program, and Coordinator of Student Affairs and Admissions of the International Student program, as well as support Restorative Faculty in the surrounding office as needed, by managing the day-to-day operations of the ISP program. Analyze, evaluate, develop and implement the work process to achieve program efficiencies and deliver the needed services effectively.
Key Responsibilities:
International Student Program Support/Administration - 65% (Essential Function)

Application Management
Advises prospective dental students on the admissions process and application requirements.
Manage, process and retrieve admission applications for the ISP department. Processing will include acting as first point of contact for receipt of applications.
Review initial applications for academic prerequisites and maintain communication when application prerequisites are not met.
Develop and maintain a process workflow for applications once they come in such as sending them to document management software, assigning faculty reviewers, creating and maintaining tracking systems for documents received and determining when an application is complete and ready for formal review.
Participate in reading second reviews of prospective student applications and determining consistency of first reviewer to overall candidate pool evaluations. Is active in making the decision on if the candidate should be invited for interview
Analyze applications for potential fraudulent components and work to address these issues with supervisor.
Provide services of support during the interviewing process including ordering meals, assisting with deposits for bench exam fees, ordering supplies for interviews, printing interview items, setting up interview rooms, and other duties as needed.
Compiles the necessary materials and verifies the accuracy of the materials.
Reconcile daily and/or weekly application fee deposits, admission deposits, and bench exam fees to program and submit deposits to Bursar. Ensure compliance with State, University and School of Dental Medicine Fiscal Policies and Procedures.
Coordinate dental student photographs to be taken and coordinate selection/delivery.
Assist with dissemination of coursework: syllabi, tests, test scores, proctor exams as necessary.
Coordinates and executes Visit Days for the International Student Program including scheduling dates, creating a schedule for event, reserving rooms, providing catering, gathering speakers/session participants.


Collect and manage deposit process for new students, applicant fees, and interview fees and any other money that is deposited with ISP.
Coordinates expense reports for the International Student Program operating budget. Ensure compliance with State, University, and SDM budget guidelines and fiscal policies and procedures.
Interpret and apply knowledge of financial policies and procedures to determine approval routine expenditures. Contribute to decisions on budget creation - determine how to best administer and manage budget. Determine if use of funds is in accordance to SODM & University financial rules & regulations.

Graduation Support

Coordinate with DS program and Assistant to the Dean to plan and execute the White Coat Ceremony.
Lead support for the planning, organizing, and execution of graduation banquet and commencement ceremony to include reserving venues, arranging catering, printing invitations, inviting speakers, coordinating with campus departments to prevent event overlap.
Attend the graduation ceremony and assist with the preparation and placement of diplomas, hoods, seating arrangements, distribution of graduation booklets, etc.
Provide support to the School's traditions program, auctions and student recognition events

Office Management - 30% (Essential Function)

Fields telephone calls, receives and directs visitors to the appropriate person, maintains contact with students regarding their application for admission. Provide detailed and accurate information in response to inquiries and requests regarding the Dental Program, the admissions process for the program and the status of individual applications. Exercise tact, diplomacy and confidentiality when responding to inquiries.
Maintains and requests repairs on office copier machine.
Orders and maintains office supplies.
Maintains organization of paper files and office storage including storage, purging, etc.
Assists with preparation of documents for meetings, interviews, and other office events including graduation, orientation, interviews, and committee meetings.
Creates spreadsheets and presentations as needed for office staff.
Arranges for meeting rooms for ISP and Restorative Department (when needed) functions.
Support other office processes that may come up from time to time.

ISP Student Orientation - 5% (Essential Function)

Manages the ISP Student Orientation program for the entering students in collaboration with the Manager of International Student Program. Coordinates meals, the presentations of faculty, students, campus support services (International Office, Financial Aid, Diversity office, Emergency preparedness, etc.) and arrange the processing of student identification badges, parking, and student class photographs, etc. Assist with the development, and verify accuracy, of all orientation materials.

ISP Dental Student Immunizations - 5% (Essential Function)

Independently responsible for coordinating, maintaining and updating ISP dental student immunizations as required. Revise the immunization certification form when new CDC guidelines are issued, inform entering students of the immunization requirements, and setting deadlines for completion and follow-ups necessary throughout the year. Review submitted immunization forms and follow up with non-compliant students. Continuous monitoring of annual TB testing throughout students' attendance as well as any other immunizations that may have expired during attendance. Responsible for any non-compliant students who do not meet posted deadlines and take appropriate actions. Assist the AMC Campus with the scheduling of any emergency inoculations for students when applicable (i.e. influenza vaccines).

Work Location:

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

Why Join Us:

The University of Colorado School of Dental Medicine is nationally recognized for the quality of its educational programs, its interdisciplinary research and its excellent clinical care programs that contribute to the health and well-being of many of Colorado's most underserved citizens. We are invested in creating career pathways, learning and development opportunities, and developing people infrastructures to support the workforce.
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, and holidays and more. To see what benefits are available, please visit: .

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.


Minimum Qualifications:

Four years of technical support experience. One year of this experience must have included relevant work experience supporting multiple individuals or departments.

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:

Previously worked in Higher Education, preferably admissions department
Proficient computer software skills in Word, Excel, & Outlook.
Knowledge of software programs such as People Soft, Concur, ISIS, or WebAdmit

Knowledge, Skills and Abilities:

Extensive customer service experience
Skills in serving as a coordinator of events.
Ability to manage effective organizational processes.
Ability to communicate effectively, both orally and in writing.
Well-developed, professional skills in the area of office management.
Ability to deal effectively with employees throughout the organization, the general public and elected/appointed officials throughout the state.
Ability to prioritize workload based on department policy and individual judgment.
Ability to exercise tact and diplomacy in dealing with students, faculty and staff.
Experience using word processing software and spreadsheet programs.

Ability to work with a diverse group of people with tact and diplomacy.

How to Apply:

For full consideration, please submit the following document(s):

A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position
Curriculum vitae / Resume
Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Screening of Applications Begins:

Immediately and continues until position is filled.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $52,344 - $64,905.60
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:

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 .

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 . 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 .

Application Materials Required: Cover Letter, Resume/CV, List of References Job Category: Professional Support Services Primary Location: Aurora Department: U0001 -- Anschutz Med Campus or Denver - 20415 - SDM-Student & Alumni Affairs Schedule: Full-time Posting Date: Jul 3, 2024 Unposting Date: Ongoing Posting Contact Name: Jordan Burt Posting Contact Email: Position Number: 00211953

Keywords: University of Colorado Anschutz Medical Campus, Aurora , Program Assistant, Other , Aurora, Colorado

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