Project & Professional Support Coordinator

Job Summary:

This position provides high-level administrative and operational support to the Dean and the Dean's Administrative Team in a fast-paced academic medical center environment. The role requires strong technical proficiency, exceptional organizational skills, executive-level professionalism, and the ability to independently manage competing priorities.

Key Responsibilities:

Project & Operational Support (50%)

• Assist with administrative components of strategic initiatives led by the Dean and Senior Program Manager.

• Collect materials, distribute communications, and coordinate logistics related to leadership initiatives.

• Track and organize materials for leadership projects.

• Coordinate leadership recognition and appreciation initiatives (e.g., retirement acknowledgments, milestone recognition).

• Support event logistics, including venue coordination, catering, and setup.

Document & Presentation Production (10%)

• Advanced Microsoft Word formatting (e.g., merging files, applying institutional templates).

• Create and refine executive-level PowerPoint presentations.

• Support Excel-based tracking and reporting as needed.

• Ensure all materials meet high standards of professionalism, formatting consistency, and executive readiness.

Executive & Administrative Support (30%)

• Support preparation and coordination of recurring executive meetings.

• Draft meeting agendas and coordinate presenters.

• Compile, format, and finalize presentation materials.

• Assist with the distribution of communications and tracking follow-up items.

• Support professional compliance and recurring administrative requirements.

• Assist with confidential and sensitive executive materials with discretion and sound judgment.

• Serve, as needed, as backup to the Executive Assistant.

File & Systems Management (10%)

• Manage and organize files in Microsoft Teams and OneDrive.

• Maintain Microsoft Teams channels and shared workspaces for leadership initiatives.

• Develop and maintain structured file architecture for leadership projects.

• Support document control and version management.

• Identify opportunities to improve organizational systems and implement process improvements where appropriate.

At the Senior level, all of the duties and responsibilities detailed above will be performed with independence and at a more advanced level than at the Intermediate level.

Work Location:

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

Why Join Us:

The mission of the CU Anschutz School of Medicine is to provide Colorado, the nation, and the world with programs of excellence in:

• Education through the design, implementation, and evaluation of educational programs for medical students, allied health students, graduate students, residents and fellows, practicing health professionals, and the public-at-large.

• Research through the development of new knowledge in the basic and clinical sciences, as well as in public and community health, health policy, and health sciences education.

• Clinical care through state-of-the-art clinical programs which reflect the unique educational and scholarly environment of the University, as well as the needs of the patients and communities it serves.

• Community collaborations by forming partnerships with the broader community, learning from the experiences of community members, and sharing the School's expertise and knowledge, in order to promote healthier and more resilient communities, address the social, environmental, and economic determinants of health, and advocate for health equity.

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: 15/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:

Intermediate Level:

• Bachelor's degree in business, public administration, health care administration, communications, or a directly related field from an accredited institution.

• One (1) year of professional experience in project management or business operations support.

Senior Level:

• Bachelor's degree in business, public administration, health care administration, or a directly related field from an accredited institution.

• Two (2) years of professional experience in project management or business operations support.

Substitutions (All Levels):

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

• An advanced degree (Master's or Doctorate) may be substituted for experience on a year-for-year basis if the degree is in a field of study directly related to the work assignment.

Applicants must meet minimum qualifications at the time of hire.

Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

Preferred Qualifications (All Levels):

• Experience with project management programs (e.g., Clickup, Smartsheet, etc.).

• Experience in academic medicine, higher education, or executive-level support environments.

Knowledge, Skills, and Abilities (All Levels):

• Strong proficiency in Microsoft Word, PowerPoint, Excel, and Teams.

• Exceptional organizational and file management skills.

• Strong written and verbal communication skills.

• Demonstrated ability to manage competing priorities independently.

• High attention to detail and commitment to accuracy.

• Ability to exercise discretion and handle confidential information.

• Ability to operate effectively in a dynamic, deadline-driven environment.

• Ability to proactively seek clarity on priorities and anticipate support needs.

• Demonstrated ability to improve processes and implement organizational systems.

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 the 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: Brita Alley, brita.alley@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until the position is filled. For best consideration, apply within thirty (30) days of the posting date.

Anticipated Pay Range:

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

• Intermediate Level: $55,975 to $75,007

• Senior Level: $60,514 to $81,089

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.