Project & Professional Support Coordinator

University of Colorado

6d•Hybrid

About The Position

This position provides high-level administrative and operational support to the Dean and the Dean’s Administrative Team in a fast-paced academic medical center environment. The role requires strong technical proficiency, exceptional organizational skills, executive-level professionalism, and the ability to independently manage competing priorities.

Requirements

Bachelor’s degree in business, public administration, health care administration, communications, or a directly related field from an accredited institution.
One (1) year of professional experience in project management or business operations support (Intermediate Level).
Two (2) years of professional experience in project management or business operations support (Senior Level).
Strong proficiency in Microsoft Word, PowerPoint, Excel, and Teams.
Exceptional organizational and file management skills.
Strong written and verbal communication skills.
Demonstrated ability to manage competing priorities independently.
High attention to detail and commitment to accuracy.
Ability to exercise discretion and handle confidential information.
Ability to operate effectively in a dynamic, deadline-driven environment.
Ability to proactively seek clarity on priorities and anticipate support needs.
Demonstrated ability to improve processes and implement organizational systems.
Applicants must be legally authorized to work in the United States without requiring sponsorship.

Nice To Haves

Experience with project management programs (e.g., Clickup, Smartsheet, etc.).
Experience in academic medicine, higher education, or executive-level support environments.

Responsibilities

Assist with administrative components of strategic initiatives led by the Dean and Senior Program Manager.
Collect materials, distribute communications, and coordinate logistics related to leadership initiatives.
Track and organize materials for leadership projects.
Coordinate leadership recognition and appreciation initiatives (e.g., retirement acknowledgments, milestone recognition).
Support event logistics, including venue coordination, catering, and setup.
Advanced Microsoft Word formatting (e.g., merging files, applying institutional templates).
Create and refine executive-level PowerPoint presentations.
Support Excel-based tracking and reporting as needed.
Ensure all materials meet high standards of professionalism, formatting consistency, and executive readiness.
Support preparation and coordination of recurring executive meetings.
Draft meeting agendas and coordinate presenters.
Compile, format, and finalize presentation materials.
Assist with the distribution of communications and tracking follow-up items.
Support professional compliance and recurring administrative requirements.
Assist with confidential and sensitive executive materials with discretion and sound judgment.
Serve, as needed, as backup to the Executive Assistant.
Manage and organize files in Microsoft Teams and OneDrive.
Maintain Microsoft Teams channels and shared workspaces for leadership initiatives.
Develop and maintain structured file architecture for leadership projects.
Support document control and version management.
Identify opportunities to improve organizational systems and implement process improvements where appropriate.