Program Administrator

University of Colorado•Colorado Springs, CO

1d•$52,961 - $70,968•Hybrid

About The Position

The Program Administrator (PA) in the Office of Research Education (ORE) collaborates closely with the Admissions and Operations Manager and the ORE Program Director to support the successful operation of PhD programs. As a key representative of the programs across the School of Medicine, Graduate School, Anschutz Medical Campus, and the University of Colorado, the PA facilitates communication and coordination among program stakeholders. This University Staff (non-classified) position independently manages the financial, educational, and operational aspects of assigned PhD programs and applies program, School of Medicine, and University policies and procedures to support program operations. As a senior academic services professional, the PA independently evaluates and implements policies and procedures related to assigned responsibilities, oversees the execution of teaching, research, and graduate training, and provides recommendations on business operations, funding, and resource allocation to support program goals. The role includes recruitment and admissions, student progression and advising, event planning, administrative support, and financial administration for assigned PhD programs. The position is hybrid, with three days per week on campus and additional in-person attendance as needed. Occasional staffing support during evening or weekend events may be required. Applicants must be legally authorized to work in the United States without requiring sponsorship.

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, or paraprofessional experience may substitute for a bachelor’s degree on a year-for-year basis.
Two years of professional-level experience in a program coordination role within an academic or business-related environment.
Ability to communicate effectively in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Knowledge of and ability to apply diverse financial management skills.
Knowledge of and ability to apply accepted theories, practices, and principles of general administration.
Ability to establish work priorities, exercise independent judgment, and follow through to ensure timely completion of activities.
Ability to plan, organize, implement, and coordinate financial and administrative activities.
Critical thinking and adaptability to evaluate and resolve issues while considering constituent perspectives.
Proficiency with Microsoft Office products, including Word, Outlook, Excel, and PowerPoint.
Legal authorization to work in the United States without requiring sponsorship.

Nice To Haves

Experience working in a medical and/or academic setting.
Experience with event planning and coordination.
Experience with University Information Systems (UIS), CU Student Information Systems (CU-SIS), PeopleSoft, Slate, or a similar electronic student information system.
Experience supporting grant coordination, including preparation, tracking, and reporting.

Responsibilities

Oversee recruitment, acceptance, and orientation activities for new students in two PhD programs, applying program guidelines and University requirements.
Coordinate preparation and review of student admission files from faculty review through acceptance by the program, SOM-ORE, and the Graduate School.
Maintain and review student records and monitor academic progress in assigned PhD programs.
Provide academic progression and program-requirement advising, evaluate student progress, and intervene to address academic concerns.
Apply program, SOM-ORE, and University policies and procedures to admissions and degree-progress matters.
Organize and coordinate program events, including annual seminar series, specialty courses, scientific retreats, journal clubs, and admissions and recruitment activities.
Maintain program curriculum proposals, coordinate their interface with CU-SIS, and build new courses in the system as needed.
Provide students with guidance on program-related processes and requirements and serve as a liaison between the School of Medicine and assigned programs.
Maintain accurate training grant database records.
Coordinate and participate in program committee and faculty meetings and contribute to discussions about program mission and goals.
Provide administrative guidance regarding student issues, finances, and SOM-ORE academic affairs.
Administer applicable state fiscal policies and University rules, procedures, and standards related to accounting and business management.
Review and submit financial documentation supporting appropriate program funding allocation, including official function forms and vendor contracts.
Manage procurement in accordance with University policies and procedures, including expense reports, reimbursements, purchase orders, and gift card processes.
Manage contract negotiations for program events, including hotel and vendor agreements, and ensure expenses are charged appropriately.
Provide recommendations on business operations, funding, and resource allocation to support assigned program goals.