Administrative Coordinator
Administrative Coordinator
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$ 62000 - 66000
1 Vacancy
Job Description
Join Our Team and Make a Difference in Higher Education!
At the System Administration office at the University of Colorado we are dedicated to building a workplace where everyone feels valued supported and empowered to thrive. Our office is committed to fostering a culture where employees find community a sense of belonging and the opportunity to contribute meaningfully to our mission and purpose.
By joining our team youll have a direct impact on shaping the future of higher education. In addition to the Office of the Board of Regents the University of Colorados system administration includes 19 units that provide essential services to CUs campuses in Aurora Boulder Colorado Springs and Denver as well as the Office of the President. While not a part of any one campus we are proud to serve in the centralized office for the University system. Together we ensure CU continues to deliver outstanding education groundbreaking research and valuable service to our communities.
We believe in creating an environment where the unique experiences and perspectives of everyone are embraced enriching the work we do and the strategic outcomes we pursue. If youre passionate about making a difference contributing to a dynamic team and supporting a mission that matters we encourage you to apply and be part of our journey. Learn more about CU System Administration.
Position Summary:
The Office of Academic Affairs performs universitywide leadership and coordination of CUs academic and research programs. In collaboration with campus executives the office coordinates the development and review of academic programs for board and state agency approval and serves as liaison to faculty governance groups. The office also oversees the Coleman Institute for Cognitive Disabilities whose mission is to catalyze and integrate advances in science engineering and technology to promote the quality of life and independent living of people with cognitive disabilities.
The Administrative Coordinator will provide general office support for Dr. Cathy Bodine Executive Director of the Coleman Institute for Cognitive Disabilities and Executive Director of the Colorado Clinical and Translation Sciences Institute (CCTSI) Innovations Ecosystem. This position will provide administrative support for the Executive Director including interfacing with key partners project management scheduling developing meeting agendas and related materials purchasing and correspondence.
The Administrative Coordinator must be able to handle a wide variety of activities that may include confidential and sensitive matters. This position will also need to be detail orientated have the ability to communicate with and maintain positive relationships with stakeholders.
This position reports to the Executive Director Coleman Institute and is exempt from the State of Colorado Classified Staff System.
Where You Will Work:
Onsite this role is expected to work in the office. This position will work at multiple CU Campuses: CU Denver CU Anschutz Medical Campus and the CU System Office in Denver.
Equal Opportunity Statement:
CU is an Equal Opportunity Employer and complies with all applicable federal state and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity and we encourage individuals from all backgrounds to apply including protected veterans and individuals with disabilities.
Duties & Responsibilities:
Duties and responsibilities of the position include but are not limited to:
Administrative Support:
- Provide primary administrative support and coordination to the Executive Director including answering and triaging phone calls and emails as well as calendar management ensuring calendar is uptodate and accurate.
- Welcome direct and professionally coordinate the experience of visitors and guests. Handle requests for meetings coordinate and prioritize meetings based on knowledge of relationships with various stakeholders and the Executive Directors strategic initiatives handling sensitive meeting requests with discretion.
- Assist with the scheduling of large meetings and committee meetings as needed.
- Update and maintain a calendar of events that require the Executive Directors attendance.
- Compile and organize comprehensive background materials to support effective meeting preparation and informed decisionmaking. Anticipate needs and priorities take initiative to identify effective solutions and fully execute to the highest standards.
- Take notes and record meeting minutes.
- Coordinate the Executive Directors travel schedule including conference bookings airfare and hotel arrangements. Ensure the travel is wellorganized allocating time reasonably and maximizing the effectiveness of the trip. After travel is complete work with appropriate staff on travel reconciliation and reimbursements.
- Using knowledge of Executive Director and College contacts and activities this position will compose edit and proofread timely correspondence for signature.
- Conduct quality reviews of materials prepared by others for review or signature and proofread and correct work before submission to the Executive Director.
- Organize and maintain Executive Directors office files including confidential information.
- Oversee and implement special projects from initiation to completion ensuring alignment with organizational goals and timely delivery. Purchase items for the Executive Director faculty and staff at Bioscience 3 once approved through the purchasing process in Formstack.
Event Planning and Coordination
- Plan and arrange meetings summits retreats with leadership Advisory Committee faculty members staff outside collaborators advisory board and others as requested.
- Coordinate all aspects of meetings including scheduling securing venues arranging refreshments supporting external participants preparing agendas and supporting materials recording minutes as needed and promptly communicating any updates or changes. Manage special events and functions on behalf of the Executive Directors office such as receptions retirement and farewell events community gatherings and other University events as requested and update the College calendar accordingly.
- Manage and ensure room reservations/setup/configuration and all necessary paperwork is completed in advance of events.
- Assist the Executive Director with official events and offcampus meetings including submission of paperwork and documentation.
What We Offer:
Salary: The anticipated hiring range has been established at $62000 $66000
CU System Administration takes into consideration a combination of the selected candidates education training and experience as it relates to the position as well as the positions scope and complexity internal pay equity and external market value when determining a salary level for potential new employees.
Benefits: With our unparalleled range of benefits including topnotch healthcare comprehensive wellness programs enriching professional development and a dynamic worklife balance we ensure your holistic growth and happiness.
- Nocost or lowcost medical & dental plan options some inclusive of IVF assistance.
- Disability Life Vision Insurance options.
- Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay a 401k or 403b plan and a 457 deferred compensation plan.
- Pretax savings plans such as Health care and Dependent care flexible spending accounts.
- Embrace a healthy worklife balance with ample sick and vacation leave along with at least 12 paid holidays. This includes a dedicated week off for winter break.
- 6 weeks of parental leave to adjust to the joys of parenthood.
- A tuition benefit program for you and/or your dependents.
- Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.
- Many additional perks & programs with the CU Advantage.
Additional taxable fringe benefits may be available.
For more information on benefits programs please review our Comprehensive Benefits Guide.
Qualifications:
Minimum Qualifications:
Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications. You must meet all minimum requirements listed at the time of application to be considered for this role.
- Bachelors degree from an accredited institution of higher education or equivalent professional experience (professional experience may be substituted for the educational requirement on a yearforyear basis)
- Three (3) years professional office coordination and support event planning support or experience supporting a director or a manager in a professional office setting.
Preferred Qualifications:
- Bachelors or postbaccalaureate degree from an accredited institution of higher education in a human services or engineering discipline or a related field.
- Five (5) years professional experience as stated above.
- Experience working with PeopleSoft Financial Marketplace and Concur Travel Software Programs
Knowledge Skills and Abilities:
To be successful in this position employees will need to know the following:
- Knowledge and understanding of higher education systems and shared governance.
- Collaboration skills including the ability to work with others from different areas and backgrounds to reach a common goal
- Computer skills including the ability to utilize Microsoft Office programs (i.e. Word Excel PowerPoint Outlook) and learn and experiment with new software and systems
- Interpersonal skills including the ability to facilitate interaction communication and teamwork between others
- Oral written and listening communication skills including the ability to accurately interpret what others are saying and convey messages information concepts and details accurately and clearly
- Organizational skills including the ability to set and meet goals and deadlines manage appointments create schedules coordinate and facilitate meetings and make decisions
- Presentation skills including the ability to collect evaluate display and deliver information to a variety of audiences in a way that is easily understandable
- Ability to work under pressure manage multiple concurrent and competing tasks and responsibilities and adapt to changing priorities while maintaining personal effectiveness
- Ability to prioritize work meet deadlines and stay on task when completing special projects and daily assignments
- Ability to work independently with minimal supervision and reliable professional judgment as well as collaboratively with a team to achieve desired results
- Knowledge of office management principles and best practices
- Proofreading grammar punctuation and formatting skills including the ability maintain consistency and be cognizant of and address details
- Ability to interpret and apply complex rules and regulations
- Ability to handle and maintain sensitive and confidential material
- Ability to be cognizant of and address details
- Ability to organize plan and execute logistics tied to meeting and/or event planning
- Ability to learn and use new software
How to Apply:
For full consideration please attach the following as separate documents to your application:
- A cover letter identifying the job specific minimum qualifications you possess
- A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.
Please ensure you check the Job Specific Attachments box next to each document on the Required Documents page of the application for the appropriate documents to be attached.
Per the Colorado Job Application Fairness Act you are not required to provide your date of birth dates of school attendance or dates of graduation on your resume or cover letter. If an application requires additional materials such as a transcript or certification you may redact identifying information relating to your date or birth dates of school attendance or dates of graduation.
When to Apply:
For full consideration completed applications must be submitted byMay 21st 2025. Reference checking is a standard step in our hiring process. You may be asked to provide contact information including email addresses for up to five references as part of the search process for this position. *Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered.*
Sponsorship Statement:
We are unable to sponsor applicants for work visas for this position.
Background Check Statement:
The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial history motor vehicle history and/or fingerprinting background check. The Immigration Reform and Control Act requires that a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment.
ADA Statement:
We are committed to an inclusive and barrierfree search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: .
Required Experience:
IC
Employment Type
Full-Time
