Business Operations Coordinator

$54,383 - $69,175/Yr

University of Colorado - Aurora, CO

Full-time - Entry Level

Hybrid - Aurora, CO

Educational Services

About the position

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 the Center for Personalized Medicine (CCPM). This position is crucial for ensuring the smooth operation of the center, which includes a variety of responsibilities ranging from office management to business administration and event coordination. The Business Operations Coordinator will be responsible for overseeing office management activities, such as maintaining supply inventory, managing office space, and serving as the primary contact for the center's administrative offices. This role also involves providing direct support to CCPM leadership, including meeting coordination, handling expense and travel reports, and supporting various programs and committees. The coordinator will frequently utilize cloud-based tools such as Smartsheets, OneNote, and DocuSign to enhance operational efficiency. In addition to office management, the coordinator will play a significant role in business administration by providing administrative support to CCPM Executive Committee members. This includes composing meeting minutes, preparing expense reports, and managing travel arrangements. The coordinator will also be responsible for identifying and implementing business process improvements, ensuring adherence to financial policies, and maintaining confidentiality regarding sensitive center matters. Furthermore, the position requires planning and coordinating meetings and events, which includes managing logistics, catering, and AV needs, as well as overseeing special events such as seminars and retreats. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage competing priorities effectively. A proactive approach to supporting operations and excellent communication and customer service skills are essential for success in this role. The position requires some mandatory onsite presence to fulfill job duties, and the responsibilities may evolve as the operational structure and administrative needs change.

Responsibilities

• Oversee central office supply inventory tracking and ordering, maintaining organized supply inventory systems.
• Serve as the primary contact for the Center's administrative offices located on the 7th Floor of the Anschutz Health Sciences Building.
• Maintain master space assignment list and seating chart; audit seating assignments and security access lists quarterly.
• Coordinate all incoming and outgoing mail and deliveries, including distribution to mail recipients.
• Oversee all CCPM office space, including management of reservation schedules and liaising with facilities as needed.
• Provide administrative support to CCPM Executive Committee members, including meeting coordination and composing meeting minutes.
• Handle small dollar purchasing, reconciling procurement card charges and expense reports in Concur.
• Identify, implement, and maintain business process improvements, including oversight of the Administrative Resource OneNote.
• Support CCPM special programs by creating agendas, taking meeting minutes, and overseeing Membership applications.
• Support CCPM committees by monitoring shared email inboxes and initiating and tracking agreements through DocuSign.
• Provide routine meeting support for the CCPM, including conference room reservations and catering coordination.
• Plan and coordinate all aspects of CCPM special events, including monthly Seminar Series and annual Retreat.

Requirements

• 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.
• Proficiency in Microsoft Office suite, including Outlook, Word, Excel, OneNote, and Visio.
• Experience using cloud-based applications such as Microsoft OneDrive and Smartsheets.
• Strong problem-solving skills and ability to work independently with minimal supervision.

Nice-to-haves

• Experience with University of Colorado finance systems (i.e. Concur, Marketplace).
• Experience with website maintenance.
• Experience with meeting or event planning.
• Experience with business process improvements and standard operating procedures.

Benefits

• Medical: Multiple plan options
• Dental: Multiple plan options
• Disability insurance
• Life insurance
• Vision insurance
• 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: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service