Business Operations Coordinator

University of Colorado•Hybrid, CO

1d•$56,995 - $69,175•Hybrid

About The Position

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.

Requirements

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.
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.
Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.
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.

Nice To Haves

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.

Responsibilities

Provides administrative support to CCPM Executive Committee members, including meeting coordination, composing meeting minutes, expense report preparation, travel arrangements, document signing through Docusign, and other assigned tasks.
Handles small dollar purchasing, reconciling procurement card charges and expense reports in Concur, and requisitions in CU Marketplace. Manages gift card program implementation, purchasing, distribution, tracking, reconciliation, and closure for CCPM initiatives
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) 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, including committee audits and record maintenance and connecting committees with the Membership Program 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 Communications and Information Services professional’s primary duties, such as assisting with editing organizational charts, updating the CCPM website, maintaining listservs, and space management (master space list, seating charts, EMS reservations and overseeing shared workspaces.
Provides support to the Human Resources & Program Support professional in various capacities, including assisting with on-site and remote interview coordination, interview scheduling, managing travel arrangements as needed Provides backup support for ABC requests when HR & Program Support professional is out of office.
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.
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).
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, resources, information technology (IT), and liaising with facilities as needed.