Academic Resources Business Administrative Coordinator

Job Summary:

The Academic Resources Business Administrative Coordinator provides operational support to the Academic Resources area which includes the Office of Adaptable Resolutions, Ombuds Office and Affirmative Action Programming in order to provide excellent service to the campus in support of conflict resolution, grievance navigation, and affirmative action/EEO requirements for the CU Anschutz Campus. This position requires a thorough understanding of and adherence to the International Coaching Federation (ICF) Code of Ethics and Core Competency Standards, the International Ombuds Association (IOA) Standards of Practice and Code of Ethics, the Colorado Model Standards of Conduct for Mediators and/or the Federal Mediation and Conciliation Service (FMCS) Code of Professional Responsibility. This position will oversee the functionality of daily administrative and business tasks for Academic Resources and requires considerable organization, focus, analytical, and technical skills. The position directly manages and is responsible for program budgeting and expense tracking, human resource processes and reporting. The position will review and work closely with the Associate Vice Chancellor to triage all requests, including responding to and providing immediate guidance, and creating case files in the confidential Maxient database. This position will provide expense reporting for all offices, programs, projects, and events and assist in troubleshooting complications as they arise. In addition, this position requires a working knowledge of all current University policies that are relevant to business services which may include, but not be limited to procurement, human resources, budget, events, and travel.

Supervision Received: The Academic Resources Business Services Coordinator primarily reports to Associate Vice Chancellor for Academic Resources.

Supervision Exercised: This position does not provide supervision of staff.

Key Responsibilities :

Adaptable Resolutions & Affirmative Action Intake – 25%

• Act as a main point of contact and perform the initial intake assessment for Adaptable Resolutions & Affirmative Action requests or inquires. This requires a baseline understanding of:
  • Adaptable resolution principles and practices
  • Scope and function of the Ombuds Office
  • Affirmative Action resources
• Evaluate the information gathered as part of the intake process and make an initial assessment to connect individual with appropriate resources; role must have a strong understanding of Campus-wide resources and services to ensure a seamless level of support is provided.
• Determine the urgency of requests and act quickly to engage the Associate Vice Chancellor when safety risks are presented as part of the intake process.
• Throughout the intake process, this role must express a high-level of emotional intelligence, communications, problem solving skill, and the ability to de-escalate situations in order to gather all needed information.
• Develop and organize intake notes; create and maintain accurate case files in electronic case management system (Maxient).
• Manage files to properly track ongoing Adaptable Resolution & Affirmative Action cases; update records to ensure Associate Vice Chancellor has complete information.
• Effectively handles sensitive and confidential issues on behalf of the department with timeliness, discretion, civility, respectability, and consideration of the perspective department.
• Handle/maintain/develop correspondence and materials, sensitive and confidential student and employee information.
• Analyze case files to accurately coordinate logistics and schedules for mediation services; identify and collaborate closely with campus-wide resources and personnel to ensure resources are confirmed for mediation services.
• Develop a tracking system to document the number of mediations offered, community circles completed, and other business objectives as needed.
• Refer faculty and staff that fall outside of the scope of the Adaptable Resolution office to the appropriate internal University offices and external resources.

General Support – 25%

• Assist with scheduling, room reservations, event coordination and supply purchases.
• Provides administrative and business support to the Associate Vice Chancellor for Academic Resources, Director of Ombuds, Director of Adaptable Resolution.
• Support the recruitment and on-boarding functions for Academic Resources area.
• Track tasks and deadlines.
• Compile documentation, data reports, records, and other assessments for Academic Resources.
• Prepare outreach materials, external presentations, and progress reports.
• Assist in the preparation of procurement contracts, data entry, correspondence and specific projects as directed by Associate Vice Chancellor for Academic Resources, Director of Ombuds, Director of Adaptable Resolution
• Proofread reports for spelling errors, formatting, grammar as well as content

Project Support - 25%

• Professionally support various, complex projects in collaboration with the Associate Vice Chancellor; This includes serving on project teams, using project management tools, analyzing data, developing reports, and supporting project leaders/teams through organizing the implementation of complex projects.
• Assists with maintenance of the Adaptable Resolution case management system (Maxient).
• Assists with organizing data files related to the compliance of Affirmative Action requirements for the campus.
• Provides accurate information regarding the services and resources in the Area of Academic Resources.
• Responsible for website management; ensure the information presented is current, accurate; submit updates and changes as needed.
• Assist in the preparation of annual reports and conflict resolution processes.
• Assist in the development of policies and procedures.
• Monitor incoming emails to ensure timely responses to inquiries while maintaining a high level of confidentiality.
• Participate in task forces and committees as assigned.
• Perform other related duties, as needed.

Procurement/ Travel 25%

• Perform procurement functions including travel card, procurement card, purchase orders and associated budget management (speed type reconciliation/reports, allowable expenditures, etc.) for departments as needed.
• Maintain and reconcile expenditures, compiling reports and coordinating staff travel. 
• Create and maintain expense approval process for Academic Resources
• Manages department staff travel request through concur, preparing travel plans, and submitting and reconciling travel expenses.
• Determines the correct forms and steps necessary to accurately complete projects, examples may include but not limited to, initiating and reconciling purchase orders and submitting official function forms for events.
• Provides project management support which includes regular updates and maintenance of budgetary expenditures, monthly, quarterly and annual reporting, and data management.
• Independently determines appropriate account for allocation of expenses and ensures financial transactions are appropriate and comply with all relevant university regulations and policies.
• Maintain and report budgetary related records in accordance with university fiscal policies.

Work Location:

Hybrid – this role is eligible for a hybrid schedule and as needed for in-person meetings.

Why Join Us:

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: 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: 

• A bachelor’s degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
  • Substitution: 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 serving in administrative or support role within an area or office like adaptable resolution, investigation and/or conflict resolution and/or grievances/labor relations.
• Experience creating documents, financial reports, spreadsheets and databases.
• Experience with purchasing, budgeting, accounting, finance or operations.
• Experience working in a university environment.

Competencies/Knowledge, Skills, and Abilities (KSA’s):

• Excellent oral and written communication skills
• Ability to communicate effectively, both in writing and orally.
• Intermediate to advanced level skills creating documents, financial reports, spreadsheets and databases.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Knowledge of postsecondary policies and procedures
• Strong attention to detail
• Demonstrated commitment and leadership ability to advance diversity and inclusion.
• Demonstrated ability to handle complex, sensitive and confidential issues
• Ability to establish work priorities
• Ability to cooperate and support other unit staff in order to contribute to a productive work environment.
• Ability to establish work priorities.
• Ability to follow through to ensure completion of activities by the deadline established.
• Exhibit high emotional intelligence and very strong organizational, communication, relationship-building, facilitation, and problem-solving skills 
• Communicate effectively with executive audiences in addition to relating to and understanding students, faculty, and staff across the institution.

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: Mercy Booth, [email protected]

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by 4/26/2024. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range for this position has been established as $49,974 to $55,000.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is eligible for overtime compensation.

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 [email protected] ​.

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 .