Business Operations Coordinator

2 months ago

Aurora, United States University of Colorado Full time
Business Operations Coordinator -34845University Staff

Description

University of Colorado Anschutz Medical Campus

Department: Colorado Center for Personalized Medicine

Job Title: Business Operations Coordinator

Position #: 00827361 – Requisition #:34845

Job Summary:

Nature of Work:

The University of Colorado Center for Personalized Medicine is seeking a full-time Business Operations Coordinator to provide day-to-day administrative and operational support to CCPM. The position will be responsible for office management activities, such as supply inventory, space management, and overseeing office space; business administration such as direct support to CCPM leadership including meeting coordination, handling expense and travel reports, program and committee support including application and agreement oversight; meeting and event coordination, including invitations and attendance, preparing slide decks, coordinating speaker logistics, and oversight of all on-site support. This position will frequently use cloud-based tools such as Smartsheets, OneNote, and DocuSign. Specific priorities and duties of this position may change as the operational structure and administrative needs evolve.

Knowledge and experience in business administration with an emphasis on relationship development, process implementation, and process improvement is highly desirable. The individual in this position will work in a self-directed manner exercising excellent prioritization, communication, and customer service skills. They should possess a keen attention to detail and a proactive approach to supporting CCPM operations. The position must possess the ability to successfully manage competing and changing priorities. Some mandatory onsite presence is required to fulfill these job duties.

Key Responsibilities:

Office Management (20%):

Oversees central office supply inventory tracking and ordering and maintains organized supply inventory systems; fulfills ad hoc supply requests. Serves as the primary contact for the Center’s administrative offices located on the 7th Floor of the Anschutz Health Sciences Building (AHSB). Maintains master space assignment list and seating chart; audits seating assignments and security access lists quarterly to ensure access is limited to current staff, faculty, and partners and email lists are accurate. Coordinates all incoming and outgoing mail and deliveries, including distribution to mail recipients and communication as necessary. Oversees all CCPM office space (conference rooms, kitchen, and general CCPM space) located on the 7th floor of the AHSB, including management of the reservation schedules, resources, information technology (IT), and liaising with facilities as needed.

Business Administration (50%):

Provides administrative support to CCPM Executive Committee members, including meeting coordination, composing meeting minutes, expense report preparation, travel arrangements, and other assigned tasks. Handles small dollar purchasing, in Concur, and requisitions in CU Marketplace. Identifies, implements, and maintains business process improvements, including oversight of the Administrative Resource OneNote, leading projects as assigned, and developing tools for operational efficiency. Supports CCPM special programs (such as CCPM Membership, PMED Certificate) by creating agendas, taking meeting minutes, and overseeing Membership applications from initial submission through implementation using Smartsheets, including all interim steps. Supports CCPM committees as requested (such as the ABC committee) including monitoring shared email inboxes and initiating and tracking agreements through DocuSign. Areas of support entail maintaining accurate tracking systems through Smartsheets or other platforms (Excel, OneDrive) and proactively communicating updates to programs, committees, and relevant parties. Adheres to financial policies and procedures and independently seeks guidance and on new policies and procedures. Exercises a high level of discretion about confidential center matters, examples include, but are not limited to personnel issues, knowledge of research and clinical research data, as well as clinical issues. Provides backup support to the marketing and communications professional’s primary duties, such as assisting with editing organizational charts, updating the CCPM website, maintaining listservs, and overseeing shared workspaces. Provides support to the Human Resources professional in various capacities, including assisting with on-site and remote interview coordination, interview scheduling, and managing travel arrangements as needed.

Meeting and Event Coordination (30%):

Provides routine meeting support for the CCPM, which includes conference room reservations, catering, coordinating AV and supply needs, taking meeting minutes, coordinating slide presentations, attendance, and scheduling meetings with internal and external personnel. Plans and coordinates all aspects of CCPM special events, including CCPM’s monthly Seminar Series, quarterly all-hands meeting, and annual Retreat. Includes overseeing all aspects of invitations, agendas, speaker coordination, registration, participant communication, attendance, vendor selection, basic contract oversight, budget management, AV coordination, procurement, and purchasing, and is responsible for all aspects of onsite support.

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