Business Operations Coordinator

Job Summary:

The University of Colorado Center for Personalized Medicine is seeking a full-time Business Operations Coordinator to provide day-to-day administrative and operational support to CCPM. The position will be responsible for office management activities, such as supply inventory, space management, and overseeing office space; business administration such as direct support to CCPM leadership including meeting coordination, handling expense and travel reports, program and committee support including application and agreement oversight; meeting and event coordination, including invitations and attendance, preparing slide decks, coordinating speaker logistics, and oversight of all on-site support. This position will frequently use cloud-based tools such as Smartsheets, OneNote, and DocuSign. Specific priorities and duties of this position may change as the operational structure and administrative needs evolve.

Key Responsibilities:

Business Administration (50%):

• Provides administrative support to CCPM Executive Committee members, including meeting coordination, composing meeting minutes, expense report preparation, travel arrangements, and other assigned tasks.
• Handles small dollar purchasing, reconciling procurement card charges and expense reports in Concur, and requisitions in CU Marketplace. 
• Identifies, implements, and maintains business process improvements, including oversight of the Administrative Resource OneNote, leading projects as assigned and develops tools for operational efficiency.
• Supports CCPM special programs (such as CCPM Membership, PMED Certificate) by creating agendas, taking meeting minutes, and overseeing Membership applications from initial submission through implementation using Smartsheets, including all interim steps.
• Supports CCPM committees as requested (such as the ABC committee) including monitoring shared email inboxes and initiating and tracking agreements through DocuSign.
• Areas of support entail maintaining accurate tracking systems through Smartsheets or other platforms (Excel, OneDrive) and proactively communicating updates to programs, committees, and relevant parties.
• Adheres to financial policies and procedures and independently seeks guidance and training on new policies and procedures.
• Exercises a high-level of discretion about confidential center matters, examples include, but are not limited to personnel issues, knowledge of research and clinical research data, as well as clinical issues.
• Provides back-up support to the marketing and communications professional’s primary duties, such as assisting with editing organizational charts, updating the CCPM website, maintaining listservs, and overseeing shared workspaces.
• Provides support to the Human Resources professional in various capacities, including assisting with on-site and remote interview coordination, interview scheduling, and managing travel arrangements as needed.

Meeting and Event Coordination (30%):

• Provides routine meeting support for the CCPM, which includes conference room reservations, catering, coordinating AV and supply needs, taking meeting minutes, coordinating slide presentations, attendance, and scheduling meetings with internal and external personnel.
• Plans and coordinates all aspects of CCPM special events, including CCPM’s monthly Seminar Series, quarterly all-hands meeting, and annual Retreat. Includes overseeing all aspects of invitations, agendas, speaker coordination, registration, participant communication, attendance, vendor selection, essential contract oversight, budget management, AV coordination, procurement, and purchasing, and is responsible for all aspects of onsite support.

Office Management (20%):

• Oversees central office supply inventory tracking and ordering and maintains organized supply inventory systems; fulfills ad hoc supply requests.
• Serves as the primary contact for the Center’s administrative offices on the 7th Floor of the Anschutz Health Sciences Building (AHSB).
• Maintains master space assignment list and seating chart; audits seating assignments and security access lists quarterly to ensure access is limited to current staff, faculty, and partners and email lists are accurate.
• Coordinates all incoming and outgoing mail and deliveries, including distribution to mail recipients and communication as necessary.
• Oversees all CCPM office space (conference rooms, kitchen, and general CCPM space) located on the 7th floor of the AHSB, including management of the reservation schedules, resources, information technology (IT), and liaising with facilities as needed.

This description is a summary only and describes the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Work Location:

Hybrid – this role is eligible for a hybrid schedule of 2-3 days per week on campus and as needed for in-person meetings.

Why Join Us:

With an abundance of sunshine and mountains nearby, the Colorado Front Range is the place to be! The University of Colorado Anschutz Medical Campus ranks among the top 20 medical centers in the country. CU Anschutz has top ranked clinical programs in family medicine and pediatrics, and the basic science and applied health research programs attract more NIH funding than any other university in Colorado. CU-Anschutz is home to the University of Colorado Hospital, The Children’s Hospital of Colorado, and the University of Colorado Schools of Medicine, Nursing, Dentistry, Pharmacy and Pharmaceutical Sciences, and Public Health, providing access to an array of possibilities to improve lives across a spectrum of ages and disease states.

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: Any equivalent combination of Education and Experience can substitute for the degree on a year-for-year basis.
• At least one (1) year of professional-level clerical or administrative service experience.

Applicants must meet minimum qualifications at the time of hire.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Preferred Qualifications:

• Experience with Microsoft Office suite, including Outlook, Word, Excel, OneNote, and Visio.
• Proficient with University of Colorado finance systems (i.e. Concur, Marketplace).
• Experience using cloud-based applications such as Microsoft OneDrive and Smartsheets, and collaboration tools such as Microsoft Teams and Slack.
• Experience with website maintenance.
• Experience with meeting or event planning.
• Experience with business process improvements and standard operating procedures.
• Experience creating expense reports to reconcile charges on procurement cards and submitting reimbursement requests.

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.
• High level of proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams is required.
• Must be able to think critically and resourcefully to handle tasks accurately and completely.
• Demonstrated commitment and leadership ability to advance diversity and inclusion.

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: Latrina Gilmore – [email protected]

Screening of Applications Begins:

Immediately and continues until the position is filled. 

Anticipated Pay Range:

The hiring range for this position has been established as $54,383 to $69,175.

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 [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 .