Business Operations Coordinator

University of Colorado Anschutz Medical Campus

Department: Colorado Center for Personalized Medicine

Job Title: Business Operations Coordinator

Position #: 00827361 - Requisition #:34845

Job Summary:

Nature of Work:

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.

Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. They should possess a keen attention to detail and a proactive approach to supporting CCPM operations. The position must possess the ability to successfully manage competing and changing priorities. Some mandatory onsite presence is required to fulfill these job duties.

Key Responsibilities:

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 located 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.

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 developing 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 backup 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, basic contract oversight, budget management, AV coordination, procurement, and purchasing, and is responsible for all aspects of onsite support.

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.

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.

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. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. 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.

Competencies:

• 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.
• A 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 addre

Questions should be directed to: Latrina Gilmore - latrina.gilmore@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until the position is filled.

Anticipated Hiring Range:

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

The above 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 Denver | 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.