Academic Services Coordinator

Job Summary:

Reporting to the Academic Services Manager in the Office of Research Education (ORE) within the School of Medicine (SOM), the Academic Services Coordinator will assist in operational and administrative tasks that support the basic science Ph.D. programs at the University of Colorado Anschutz, School of Medicine, and Graduate School. The Academic Coordinator will work to provide comprehensive support in overall program management, which encompasses admissions and recruitment functions, policies and guidance adherence, communications, logistics, database management, and event coordination. This role will deliver exceptional customer service while collaborating with diverse audiences, including prospective and current students, staff, and faculty. Additionally, it will play a key role in planning and supporting essential program functions, such as outreach events, recruitment weekends, retreats, weekly seminars, and symposiums.

Key Responsibilities:

Administrative and Operational Support - 30%

• Provide administrative support to the Associate Dean, Business Services Program Director, and Academic Manager for various projects as assigned.
• Develop templates, checklists, or guides to support consistent planning and execution of recurring administrative tasks.
• Draft and proofread communications, such as event invitations, meeting summaries, or student notifications, ensuring clarity, accuracy and consistency.
• Support the Program Administrators with program specific events, including creating and disseminating flyers, coordinating logistics with invited speakers, and food ordering, setup and cleanup
• Support Program Administrators and ORE Central Office with coordinating recruitment efforts such as recruitment weekends, matriculation documentation tracking, and orientation activities.
• Consult and be aware of program guidelines and policies, the SOM-ORE rules, and appropriate university policy, as they apply to student admission and degree progress.
• Contribute to the preparation of student admission files from the point of committee review through applicant matriculation.

* Utilize the EMS room reservation system to identify and secure appropriate classroom, event, or meeting spaces that align with the specific requirements of each gathering.

* Assist Program Administrators with scheduling student meetings and travel arrangements as needed.

* Support Program Administrators by submitting prepared expense reports, honoraria, and reimbursements following university rules and spending guidelines.

• Provide backup coverage for Program Administrators during absences and contribute to cross-training initiatives to build team capacity and resilience.

Communication - 20%

• Support the Associate Dean, Business Services Program Director, Manager and Program Administrators with the creation of documents, including agendas, surveys, forms, event announcements (flyers), etc.
• Handle inquiries and requests from internal and external parties promptly and professionally.
• Manage and maintain program email distribution lists. Ensure the accuracy of distribution lists by regularly (quarterly) auditing, updating, and standardizing contact information.

Data and Record Management - 20%

* Support ORE leadership team (Associate Dean of Research Education, Business Services Program Director, and Academic Services Manager), and Program Administrators with the collection and entry of data related to student admissions, enrollment, progression, and event participation for internal tracking and reporting purposes.

* Ensure compliance with FERPA and other relevant university policies when handling student records and communications.

• Monthly update and maintain student milestone records and grant data.
• Responsible for ensuring that data is stored in all applicable systems and that it is accessible to all stakeholders.

ORE Event Coordination- 30%

• Assist Program Administrators in organizing and coordinating needs for program events, meetings, guest speakers, seminars, and retreats.

* Assist Program Administrators with creating calendar invites and sending reminders for program events (seminars, retreats, symposium, guest speakers)

* Assist with the pre-coordination and on-site or remote execution of ORE and program specific meetings and events, including catering arrangements, creation and distribution of flyers, itineraries, and promotional materials.

* Assist Program Administrators with managing guest and attendee invitations and tracking, room reservations and setup, guest reception and navigation, meal delivery, and student attendance tracking.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings.

Why Join Us:

The Office of Research Education (ORE), housed within the School of Medicine's Office of Medical Education, encompasses 13 Biomedical Ph.D. programs. These programs provide essential training to graduate students in a wide variety of skills, including communication, leadership, and integrity. In a diverse, inclusive, and safe environment, ORE provides a space to foster strong scientific interactions between the basic science and clinical/translation research communities on the Anschutz campus and across the nation, to advance fundamental discoveries and improve overall health. As such, this is an exciting time to join ORE and support an intellectual center that enriches and furthers the curiosity that draws students and faculty to scientific research, innovation, and education.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• 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: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

Entry

* A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.

Professional

* A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution

* 1 year of professional level experience in a program coordination role within an academic or business-related environment.

A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year for year basis.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

* Experience working in higher education.

* Experience with Microsoft Office suite and Smartsheet software.

Knowledge, Skills and Abilities:

* Exceptional interpersonal skills, ability to communicate effectively, both in writing and orally.

* Excellent organizational skills and the ability to manage multiple projects at one time.

* Outstanding customer service skills.

* Detail-oriented with a high level of accuracy.

* Ability to maintain confidentiality and handle sensitive information.

* Strong problem-solving skills

* Ability to plan, organize, implement, and coordinate administrative activities.

* Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint

* Ability to work independently with minimal supervision but recognize promptly when help is needed.

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: Jodi Cropper (jodi.cropper@cuanschutz.edu)

Screening of Applications Begins:

Immediately and continues until (2 weeks from posting).

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as

• Entry Professional: $45,017 - $57,262

• Intermediate Professional: $48,989 - $62,314

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

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

Equal Employment 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.

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.