Senior Business Operations Coordinator

University of Colorado•Denver, CO

23h•Hybrid

About The Position

The Senior Business Operations Coordinator will manage all aspects of day-to-day operations of the Mathematical and Statistical Sciences Department and ensure smooth operation, including supervising the department’s administrative staff and substituting for other administrative staff as necessary. This position will support the graduate programs (certificate, M.S., and Ph.D.), develop processes for efficient operations of the programs, and support graduate students. The position will provide fiscal support to manage the department finances, including operating budgets, auxiliary accounts, gift accounts, graduate program accounts.

Requirements

Bachelor’s degree in liberal arts and sciences, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
Two (2) years of professional level experience managing, administering, or coordinating department-level office and business operations, including HR/payroll processes and budget management.
Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year-for-year basis.
Ability to communicate effectively, both in writing and orally.
Ability to implement policies and decisions; and ability to lead projects to completion.
Ability to manage a team, provide clear direction to staff, and cultivate a respectful and collaborative work environment.
Ability to establish and maintain effective working relationships with employees at all levels throughout the department and the institution.
Outstanding customer service skills.

Nice To Haves

Experience developing and implementing work processes.
Experience working in a higher education environment.
Experience managing, tracking, analyzing, and reconciling multiple budgets.
Experience using HCM or similar human resources management systems and/or experience with CU Data or similar budgeting/data information systems

Responsibilities

Apply, disseminate, and lead the implementation of policies to guide faculty, staff and student employees in office, HR, Finance, and procurement processes; provide departmental training to faculty and staff regarding university policies and department procedures; develop and maintain department training materials and guides. Maintain detailed and accurate knowledge and records of department operations and processes. Develop processes for managing the department office operation, improves organization of the department office. Consult and notify constituents of changes that would affect them before the changes happen (if possible)
Supervise permanent office staff (Administrative Assistant III) and department student employees. Hire, onboard, train, and direct student workers. Ensure all staff have the training and system access they need for delegated responsibilities.
Serve as the primary point of contact for questions from students, faculty, staff, and the public. Direct inquiries to the appropriate university office and act as liaison to resolve issues when needed.
Meet with chair to provide operational updates, discuss personnel or process concerns, and recommend solutions.
Develop short- and long-range plans that align departmental operations with projected needs and future growth.
Respond to in-office emergencies by determining an appropriate course of action and promptly contacting needed support.
Manage and maintain, the department website and social media content, including postings, newsletters, and internal communications.
Liaise with the CLAS Dean’s Office and other campus partners such as the FCQ Office, Procurement, ISSS, and the Bursar.
Oversee departmental IT needs, including troubleshooting issues and coordinating with CLAS IT for support, hardware setup, maintenance, and equipment updates.
Manage all rooming requests both proprietary and EMS request. Submit WebSpace reporting to CLAS. Coordinate with facilities, security, maintenance, and housekeeping on floor needs. Maintain the departmental Access Matrix, manage access procedures and records, and oversee key distribution. Handle floor incidents and work with appropriate university offices to ensure resolution.
Oversee purchasing and inventory for supplies, furniture, and equipment.
Plan and coordinate department-sponsored events such as end-of-semester celebrations, graduate orientation, poster sessions, prospective student lunches, and new hire meals.
Analyze and project the department’s annual budget based on program costs and operational needs. Review findings with the Chair, set the annual operating budget, and allocate expenses accordingly.
Track and manage additional department budgets, including PT Instructional, ICR, Gift Fund, Computer Replacement, ICB, CU Succeed programs.
Process tuition and insurance support payments for funded graduate students.Reconcile monthly budget activity and line items. Prepare annual and end-of-project financial reports. Identify errors or concerns and collaborate with CLAS Finance to make corrections and reallocate funds.
Advise faculty and staff on financial compliance requirements. Develop and update departmental financial guidelines and create resources to support consistent practices.
Process and track payments using SPOs, Payment Vouchers, Non-Catalog Forms, etc. This includes payments to independent contractors, honorariums, and other goods and services not available through CU Marketplace.
Provide operational support to the Graduate Director, Director of Statistical Programs, and Graduate Committee, and coordinate actions with the Graduate School..
Maintain graduate student records and required documentation, including exam forms, defense reports, graduation paperwork, exam announcements, and PhD preliminary exam coordination.
Monitor and report on current student statuses, including: number of currently enrolled students; graduate student progress coordinate faculty assessment reports.
Prepare graduate student progress letters.
Coordinate logistics and operations for advising day.
Assign and manage office space for graduate students.
Provide enrollment permissions for prerequisite overrides.
Coordinate student appointments, including: TA funding offer letters; Bateman Teaching/Fellowship award letters and processing; preparation of appointment letters and HR entries for graduate student TA, GPTI, GA and RA appointments.
Serve as a key contact for graduate program inquiries from students, faculty, staff, and the public. Direct questions appropriately and coordinate issue resolution with university offices when needed.