Information Services Operations Coordinator

University of Colorado•Aurora, CO

2d•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 established governance practices, and ensure timely follow-through on operational needs. The role is suited to a highly organized, detail-oriented, responsive person who can manage multiple priorities in a dynamic environment. The position is hybrid, with three days per week on campus and additional on-campus presence as needed for in-person meetings. It provides department-wide portfolio and operations support across digital, data, application, infrastructure, compliance, web, and end-user technology services, rather than being assigned to a single delivery team. The role may be eligible for overtime compensation depending on its level. Duties may evolve based on business needs and approved organizational design. The University of Colorado offers medical, dental, disability, life, and vision coverage; an employer contribution to a 401(a) retirement plan; accrued paid time off; 22 vacation days, 15 sick days, and 15 holiday days; a tuition benefit; and a reduced-rate RTD Eco Pass.

Requirements

Bachelor’s degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, communication design, public relations, marketing, or a directly related field from an accredited institution; a combination of education and related technical, military, or paraprofessional experience may substitute year for year.
At least 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 with maintaining operational, workforce, vendor, financial, and project tracking and reporting systems.
Strong organizational and time-management skills, including the ability to manage multiple priorities, deadlines, and recurring operational activities.
Initiative, resourcefulness, follow-through, and the ability to proactively track outstanding items and move 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 and maintain effective working relationships with employees at all levels and geographically distributed collaborators to coordinate work across teams.
Ability to work effectively amid changing priorities, competing demands, and evolving processes.
Commitment to accountability, transparency, collaboration, customer service, and continuous improvement.
Ability to determine which matters can be coordinated independently and which require escalation or a management decision.
Ability to interact with people of varying technical levels to gather requirements and understand relevant existing systems.
Ability to identify and resolve problems in a timely manner.
Legal authorization to work in the United States without requiring current or future sponsorship; the employer cannot provide work visa sponsorship or employment authorization.

Nice To Haves

Experience supporting business operations, procurement, HR processes, and 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 and oversee operating costs; determine appropriate expense accounts and ensure transactions are recorded.
Implement procurement procedures, reconcile budgets, analyze budgets, and forecast spending projections and needs.
Create and track requisitions and purchase orders, vendor onboarding documentation, invoices, renewals, purchasing records, procurement follow-ups, and contract, MOU, and SOW records; maintain fiscal documentation.
Build relationships with stakeholders and coordinate with Procurement to purchase equipment and supplies.
Support the Portfolio Management and Operations Manager with spend reporting and forecasting input.
Support recruitment, hiring, and onboarding; communicate with candidates, hiring managers, search committees, and other stakeholders; coordinate recruitment records and administration, arrange interviews, and send candidate follow-up correspondence.
Ensure onboarding and offboarding checklists are followed; 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 used for department reporting, forecasting, and decision-making.
Support portfolio and operational governance by maintaining trackers, documenting decisions, monitoring due dates, maintaining documentation repositories, preparing status report inputs and meeting materials, and following up on assigned actions.
Provide administrative support for human resources, procurement, budget tracking, reporting, and general administrative office management.
Provide administrative support to the IT Director, IT Assistant Director, and Portfolio Management and Operations Manager, including coordinating meetings and composing minutes.
Maintain business process improvements, lead assigned operational projects, and develop tools for operational efficiency.
Follow financial policies and procedures and independently seek guidance and training on new policies and procedures.
Assist with editing organizational charts and maintaining 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; quarterly audit seating assignments, security access lists, and email lists for accuracy and current access.
Coordinate incoming and outgoing mail and deliveries, including distribution and recipient communications.
Oversee SOM IS office spaces, including conference rooms and the kitchen; manage reservations and resources, coordinate IT needs, and liaise with facilities as needed.