Senior Administrative Coordinator

2 weeks ago

Aurora, Illinois, United States University of Colorado Department of Pharmacology Full time


The University of Colorado Department of Pharmacology is dedicated to exploring the essential mechanisms of biological systems, aiming to target and manipulate these systems for therapeutic purposes to combat or prevent diseases.

Our goal is to propel the field of Pharmacology forward through groundbreaking and significant research, while also nurturing the next generation of scientists.

While traditional Pharmacology focuses on the study of drugs, their toxic effects, and therapeutic applications, we adopt a broader perspective on pharmacology.

We invite applications for the role of Senior Administrative Coordinator and Event Organizer. This pivotal position plays a crucial role in the operational framework of the Department of Pharmacology, acting as the primary representative for recruits, seminar speakers, donors, and other external stakeholders.

The selected candidate will be responsible for coordinating all departmental events and will actively engage in organizing the annual Spring retreat and the year-end award ceremony.

They will contribute to fostering an inclusive environment for all department members, ensuring respect and a sense of belonging.

The Senior Administrative Coordinator will provide comprehensive support to the Department Chair, serving as the Marketplace requestor for the Chair's lab, approving purchases, and closely monitoring the financial portfolio to ensure compliance with university, state, and sponsor policies.

The ideal candidate should be capable of independently managing tasks with guidance from the Director of Finance and Administration. They will be responsible for disseminating all departmental communications and organizing meetings for the Chair and various departmental committees as required. This role is part of a collaborative administrative team that values respect and teamwork.


Key Responsibilities:
  • Provide high-level administrative support to the Chair, maintaining confidentiality, tact, and diplomacy.
  • Anticipate and prepare meeting materials in advance for the Chair, aligning schedules to ensure effective support.
  • Manage the Chair's calendar to avoid scheduling conflicts, enhancing efficiency through effective calendar management and communication.
  • Lead the planning and execution of departmental events, including seminar series, faculty recruitment, symposiums, retreats, wellness events, and award ceremonies.
  • Initiate and participate in regular meetings with event planning committees to ensure adherence to university and donor policies.
  • Monitor and procure office supplies, materials, and refreshments for internal and external meetings.
  • Develop and manage event budgets, ensuring cost-effectiveness and compliance with financial guidelines.
  • Oversee on-site event operations, troubleshoot issues, and ensure seamless execution of events.
  • Process procurement forms, invoices, reimbursements, purchase orders, and travel arrangements, utilizing university systems in strict accordance with policies.
  • Coordinate and organize all travel-related purchases and expenses for the Chair, candidates, and invited speakers using the university's purchasing systems.

Full Job Description and Application :

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