Information Services Operations Coordinator

University of Colorado•Aurora, CO

3d•$56,995 - $72,498•Hybrid

About The Position

The Information Services Operations Coordinator provides operational and administrative support across the School of Medicine Office of the Dean Information Services department. Reporting to the Portfolio Management and Operations Manager, the position supports procurement and fiscal operations, workforce and recruiting coordination, portfolio and department operations, agreement administration, and other department-wide operational activities. The coordinator works with department leadership and cross-functional partners to maintain accurate records, coordinate recurring processes, track actions and deadlines, support governance practices, and ensure timely follow-through on operational needs. The role calls for strong organization, attention to detail, responsiveness, and the ability to manage competing priorities in a dynamic environment. The position is hybrid, with three days per week on campus and additional in-person attendance as needed for meetings. The team supports digital, data, application, infrastructure, compliance, web, and end-user technology services across School of Medicine departments. This position provides department-wide portfolio and operations support across those functional areas and is not assigned to a single delivery team. The role coordinates procurement, budgets, purchasing records, vendor documentation, invoices, renewals, and contract/MOU/SOW tracking; supports recruitment, hiring, onboarding, and offboarding; maintains portfolio, workforce, financial, operational, and vendor records; and supports reporting, governance, and project/resource allocation tracking. Administrative work includes supporting department leaders, coordinating meetings and minutes, improving business processes, maintaining office logistics and supplies, managing seating and access records, coordinating mail and deliveries, and overseeing SOM IS office spaces and reservations. The anticipated starting salary range is $56,995 to $72,498. The position may be eligible for overtime compensation depending on level. Applicants must be legally authorized to work in the United States without sponsorship.

Requirements

Bachelor’s degree in a listed relevant field or a directly related field from an accredited institution; a combination of education and related technical, military, or paraprofessional experience may substitute for the degree on a year-for-year basis.
One year of experience in business operations, administrative operations, procurement or financial coordination, human resources or recruiting coordination, project or program coordination, or related operational support.
Proficiency with Microsoft Office, including Excel, Word, and Outlook, and experience maintaining operational, workforce, vendor, financial, and project tracking or reporting systems.
Strong organizational and time-management skills, including the ability to manage multiple priorities, deadlines, and recurring operational activities.
Initiative, resourcefulness, and follow-through, including proactively tracking outstanding items and moving work toward resolution.
High attention to detail and commitment to accurate records, documentation, and operational data.
Effective written and oral communication skills.
Judgment and discretion when handling sensitive personnel, financial, procurement, and leadership information; ability to maintain confidentiality.
Ability to establish effective working relationships across institutional levels and coordinate with geographically distributed collaborators.
Ability to work effectively amid changing priorities, competing demands, and evolving processes.
Commitment to accountability, transparency, collaboration, customer service, and continuous improvement.
Ability to distinguish between matters that can be coordinated independently and those requiring escalation or management decisions.
Ability to interact with people with varying technical expertise to gather requirements and understand relevant systems.
Ability to identify and resolve problems in a timely manner.
Must be legally authorized to work in the United States without requiring current or future sponsorship.

Nice To Haves

Experience supporting business operations, procurement, and HR processes, including handling confidential personnel and financial information.
Experience supporting project and portfolio management activities, including status tracking, meeting coordination, follow-through, and tools such as Smartsheet, ClickUp, and Microsoft Teams.

Responsibilities

Interpret financial data, oversee operating costs, determine appropriate expense accounts, and ensure transactions are recorded accurately.
Implement procurement procedures, reconcile budgets, and analyze department budgets to forecast spending projections and needs.
Create and track requisitions, purchase orders, vendor onboarding documentation, invoices, renewals, purchasing records, procurement follow-ups, and contract, MOU, and SOW records.
Coordinate with Procurement to purchase equipment and supplies and provide spend reporting and forecasting input to the Portfolio Management and Operations Manager.
Establish positive relationships with internal and external stakeholders.
Support recruitment, hiring, and onboarding; communicate with candidates, hiring managers, search committees, and other stakeholders.
Coordinate recruitment processes, record-keeping, interview schedules, candidate follow-up correspondence, and related administrative support.
Ensure onboarding and offboarding checklists are followed and maintain contractor records, training and compliance tracking, and HR process documentation.
Assist with recruiting projects and activities as assigned.
Maintain ClickUp and portfolio data, project and resource allocation records, and operational, financial, workforce, and vendor records.
Maintain trackers, document decisions, monitor due dates, and support established portfolio and operational governance processes.
Maintain status report inputs and meeting materials, and follow up on assigned actions.
Provide administrative support in human resources, procurement, budget tracking, reporting, and administrative office management.
Support the IT Director, IT Assistant Director, and Portfolio Management and Operations Manager with meeting coordination, meeting minutes, and other assigned tasks.
Maintain business process improvements, lead assigned operational projects, and develop tools to improve operational efficiency.
Follow financial policies and procedures and seek guidance and training on new policies and procedures.
Assist with organizational charts and department-wide operational logistics.
Track and order central office supplies, maintain organized inventory systems, and fulfill ad hoc supply requests.
Maintain the master space assignment list and seating chart; audit seating assignments, security access lists, and email lists quarterly.
Coordinate incoming and outgoing mail and deliveries, including distribution and necessary communications.
Oversee SOM IS office spaces, including conference rooms and kitchen areas; manage reservation schedules and resources, coordinate IT needs, and liaise with Facilities.