Job Summary:

The Office of Student Affairs and Office of Enrollment Operations are seeking a full-time Senior Administrative Operations Coordinator who will work at the direction of the Associate Vice Chancellor for Student Affairs and Associate Vice Chancellor for Enrollment Operations. As part of a team of three leaders including the Assistant Vice Chancellor for Student Affairs, this role will independently plan and coordinate administrative procedures, develop streamlined processes, provide administrative, enrollment operations and student affairs strategic support, and oversee fiscal and project management.

Supervision Received: Associate Vice Chancellor for Student Affairs and Associate Vice Chancellor for Enrollment Operations

Supervision Exercised: None

Duties:

Administrative Support - 40%

• Provide administrative support to the Associate Vice Chancellor for Student Affairs, Associate Vice Chancellor for Enrollment Operations and Assistant Vice Chancellor for Student Affairs (AVCs), handling the full range of duties from managing schedules, meeting coordination, data entry, and meeting minutes.
• Coordinate weekly, monthly and annual meetings, this includes:
  • Reserving conference rooms
  • Ensuring technical support
  • Collecting materials
  • Completing agenda package
  • Maintaining current list of members as appropriate
  • Distributing agenda to members and other attendees
  • Preparing draft meeting minutes
  • Handling all meeting follow-up
• Support AVCs as they chair/participate in University wide working groups, this includes support in scheduling, note taking and potential project management as needed or requested by the AVCs.
• Update, on a quarterly basis, the unit's master contact list and various distribution lists.
• Coordinate and oversee unit events and meetings and provide administrative support as needed.
• Ensures excellence in student/visitor experience that includes promptly answering phone calls, emails and assisting visitors.
• Enrollment Operations and Student Affairs Strategic Initiatives - 30%
• Oversee the planning and analysis of materials for each unit's annual report and works with communications team to prepare report for distribution.
• Develop content, coordinate and facilitate employee onboarding.
• Coordinate and track training and development initiatives.
• Plans and prepares periodic, special reports, presentations, and other materials for AVCs as directed. Includes gathering, tracking, analyzing and interpreting data (in requested format).
• Leads special projects as directed by AVCs.
• Works with AVCs and Director of Finance and Administration to recommend, manage and develop processes for staff recognition & engagement.
• Support AVCs in the implementation of DEI initiatives; this role will project manage the implementation of DEI initiatives, integrate initiatives into operational procedures and existing workflows.

Operations/Procurement/Finance - 30%

• Create procedures to streamline operations within Enrollment Operations and Student Affairs units.
• Gather and analyze departmental budget data for regular analysis, reporting, and reconciliation.
• Update departmental budget projections and conduct monthly budget meetings with department leaders to adjust projections.
• Work with the Director of Finance and Administration to ensure compliance with all relevant State, University and campus fiscal policies and procedures.
• Prepare and analyze financial monthly reports.
• Ensures all financial transactions are recorded properly against speedtypes and account codes.
• Oversees office maintenance for supplies, print/copy room and inventory management ensuring workstations, conference rooms, and break rooms are maintained and associated equipment are in good working order.
• Coordinate all travel arrangement expenses and management of all purchasing and procurement-related tasks through the University Concur travel and expense system.
• Support units in the onboarding of new employees and the exit checklist process.
• Provide check and cash handling for all units.
• Coordinate with vendors, employees and purchasing department for service and item/service requisitions and reimbursements.
• Provide procurement support for meetings, events, office supplies, independent contractors, and other office expenses as needed.
• Creates, submit requests for, ensures payment, and manage:
  • New Vendors
  • Official Function forms, Scope of Work, Sole Source forms, CU W9 forms
  • Purchasing requisitions
  • Payment vouchers, Purchase Orders, and Standing Purchase Orders

Work Location:

Hybrid- this role is eligible for a hybrid schedule and as needed for in-person meetings.

Why Join Us:

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off - vacation, sick, and holidays and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness.

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

• Bachelor's degree in business administration, management, communications, or a related field.
  • Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.
• Two (2) years of professional program or event management, fiscal, or project management experience.

Applicants must meet minimum qualifications at the time of hire

Condition of Employment: This position is anticipated to have a flexible hybrid working option that is subject to change at any time based on University requirements.

Preferred Qualifications:

• Two (2) years of project management experience.
• Two (2) years of financial experience.
• Two (2) years of experience preparing budget information, processing invoices, and calculating expenses.
• Creating operating procedures and workflows for office operations.
• Experience in higher education.

Competencies/Knowledge, Skills, and Abilities:

• Possess project management skills.
• Effective analytical and problem-solving skills.
• Works well under pressure.
• Ability to handle complex and concurrent tasks.
• Must be capable of working cross-functionally, balancing competing priorities, and addressing urgent needs while also progressing toward identified goals
• Ability to work independently on multiple projects under strict deadlines, manage time efficiently, and multi-task in a fast-paced environment
• Ability to work independently, in a collaborative team environment, and with minimal supervision.
• Analytical mindset with the ability to use data for decision-making.
• Exceptional attention to detail.
• The ability to navigate a complex academic environment.
• Excellent organizational skills and the ability to effectively prioritize.
• Exercise judgment and independent initiative.
• Handle sensitive and confidential matters.
• Excellent communication, problem-solving, organization, conflict management, and time management skills
• Proven knowledge of Microsoft Office products, CANVA, Smartsheet and other office tools
• Demonstrated commitment to advance diversity and inclusion.

How to Apply:

For full consideration, please submit the following document(s):

1.A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2.Curriculum vitae / Resume

3.Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Mercy Booth, Mercy.booth@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by June 7, 2024. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range for this position has been established as $58,793 to $68,654.

The above salary range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator: http://www.cu.edu/node/153125

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.