Office of Clinical Trials (OCT) Coordinator

University of Colorado•Hybrid, CO

4d•$56,995 - $72,498•Hybrid

About The Position

This position provides centralized business, financial, administrative, and programmatic support for the Office of Clinical Trials (OCT), with primary support for Clinical Research Administration (CRAO), Clinical Research Support Team (CReST), the Clinical Research Recruitment Program (Recruitment), Workforce Development, and related OCT initiatives. The position supports day-to-day operations, procurement, expense reconciliation, billing documentation, reporting, meeting and event logistics, Smartsheet and SharePoint coordination, and process documentation. The role is intended to maintain continuity of critical support functions previously provided through a shared administrative support model. The position works closely with OCT leadership, program directors, managers, finance partners, and campus stakeholders to support operational effectiveness, compliance with university processes, and scalable administrative infrastructure as OCT programs grow.

Requirements

Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year-for-year basis.
One (1) year of professional experience related to business operations, administrative coordination, financial administration, procurement, program coordination, project coordination, or related work assignment.
Applicants must meet minimum qualifications at the time of hire.
Applicants must be legally authorized to work in the United States without requiring sponsorship.
Ability to work a hybrid schedule as determined by unit needs and campus policy.
Ability to work standard business hours with occasional early, late, or event-based support as program needs require.
Ability to complete required university trainings and obtain access to university financial, procurement, document management, and workflow systems as needed.
Ability to maintain confidentiality and handle sensitive business, personnel, financial, and research-related information appropriately.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills and a professional, solutions-oriented approach.
Strong organization, prioritization, follow-through, and attention to detail.
Ability to manage multiple priorities, deadlines, systems, and stakeholders with accuracy and accountability.
Ability to exercise sound judgment, discretion, and personal accountability in handling administrative, financial, and operational matters.
Ability to learn, document, improve, and train others on business processes and university systems.
Proficiency with Microsoft Office applications and ability to use workflow tools such as Smartsheet, SharePoint, Teams, and Excel.
Ability to identify process gaps, recommend improvements, and support efficient cross-program operations.

Nice To Haves

Three (3) or more years of progressively responsible experience in business operations, administrative support, program coordination, finance, procurement, or project coordination.
Experience in higher education, academic medicine, healthcare, research administration, clinical research, or a complex service-oriented environment.
Experience with Concur, procurement card reconciliation, purchasing, expense reporting, vendor coordination, or financial documentation.
Experience using Smartsheet, SharePoint, Microsoft Teams, Excel, Outlook, Word, PowerPoint, or similar tools to manage processes, documents, workflows, and reporting.
Experience supporting multiple programs, leaders, or workstreams simultaneously.
Experience coordinating meetings, trainings, events, registrations, agendas, minutes, follow-up items, or related logistics.
Experience documenting processes, creating job aids, maintaining dashboards, or supporting operational metrics and reporting.

Responsibilities

Provide day-to-day business and administrative support for OCT programs (CRAO, CReST, Recruitment, Workforce Development, and related service lines), including operational coordination, general program support, and administrative office support.
Coordinate procurement, office supply ordering, vendor set-up, software renewals/subscriptions, and purchasing requests; prepare, reconcile, route, and maintain documentation for Concur expense reports, procurement card activity, social media advertising expenses, and related program billing records.
Provide administrative support and coordination to the OCT and OCT programs (CReST, Recruitment Program, Workforce Development, Oncore, and others) including meeting and event organization, scheduling, ordering, and planning, agenda prep, minutes, follow-up tracking, program reporting/dashboard updates, and general office support); develop and maintain SOPs, job aids, process documents, and transition materials for key duties.
Support Recruitment Program and CReST billing activities, including documentation, access coordination, advertising expense tracking, iLab invoicing, and assistance with allocating expenses to appropriate funding sources.
Provide Workforce Development administrative support, including scheduling, logistics, communications, registration support, tracking, and documentation for training programs, workshops, meetings, and events.
Develop and maintain Smartsheet, SharePoint, Excel, Teams, and related tools for workflow tracking, reporting, document storage, process and project management, and cross-program coordination.
Assist with onboarding and transition activities for new hires, temporary staff, and others needing access to OCT systems/processes; support special projects, operational improvement efforts, and other duties as assigned by OCT leadership.