Note: The job is a remote job and is open to candidates in USA. The University of Colorado Anschutz is seeking a full-time Business Operations Coordinator to provide administrative and operational support to the Colorado Center for Personalized Medicine. The role involves office management, business administration, meeting coordination, and event planning, using cloud-based tools to enhance operational efficiency.
Responsibilities
- Provides administrative support to CCPM Executive Committee members, including meeting coordination, composing meeting minutes, expense report preparation, travel arrangements, document signing through Docusign, and other assigned tasks
- Handles small dollar purchasing, reconciling procurement card charges and expense reports in Concur, and requisitions in CU Marketplace
- Manages gift card program implementation, purchasing, distribution, tracking, reconciliation, and closure for CCPM initiatives
- Identifies, implements, and maintains business process improvements, including oversight of the Administrative Resource OneNote, leading projects as assigned and develops tools for operational efficiency
- Supports CCPM special programs (such as CCPM Membership) 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, including committee audits and record maintenance and connecting committees with the Membership Program 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 training 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 back-up support to the Communications and Information Services professional’s primary duties, such as assisting with editing organizational charts, updating the CCPM website, maintaining listservs, and space management (master space list, seating charts, EMS reservations and overseeing shared workspaces
- Provides support to the Human Resources & Program Support professional in various capacities, including assisting with on-site and remote interview coordination, interview scheduling, managing travel arrangements as needed Provides backup support for ABC requests when HR & Program Support professional is out of office
- 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, essential contract oversight, budget management, AV coordination, procurement, and purchasing, and is responsible for all aspects of onsite support
- 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 on the 7th Floor of the Anschutz Health Sciences Building (AHSB)
- 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, resources, information technology (IT), and liaising with facilities as needed
Skills
- A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution
- At least one (1) year of professional-level clerical or administrative service experience
- Applicants must meet minimum qualifications at the time of hire
- Applicants must be legally authorized to work in the United States without requiring sponsorship
- Experience with Microsoft Office suite, including Outlook, Word, Excel, OneNote, and Visio
- Proficient with University of Colorado finance systems (i.e. Concur, Marketplace)
- Experience using cloud-based applications such as Microsoft OneDrive and Smartsheets, and collaboration tools such as Microsoft Teams and Slack
- Experience with website maintenance
- Experience with meeting or event planning
- Experience with business process improvements and standard operating procedures
- Experience creating expense reports to reconcile charges on procurement cards and submitting reimbursement requests
Benefits
- Medical: Multiple plan options
- Dental: Multiple plan options
- Additional Insurance: Disability, Life, Vision
- Retirement 401(a) Plan: Employer contributes 10% of your gross pay
- Paid Time Off: Accruals over the year
- Vacation Days: 22/year (maximum accrual 352 hours)
- Sick Days: 15/year (unlimited maximum accrual)
- Holiday Days: 15/year
- Tuition Benefit: Employees have access to this benefit on all CU campuses
- ECO Pass: Reduced rate RTD Bus and light rail service
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