"Academic Services Coordinator"

Academic Services Coordinator

University of Colorado Anschutz Medical Campus

Department: School of Medicine, Office of Research Education

Job Title: Academic Services Professional - Open Rank (Entry to Intermediate)

Position #: - Requisition #:38165

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...

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... 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.

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.

Anticipated Pay Range:

• Entry Professional: $45,017 - $57,262
• Intermediate Professional: $48,989 - $62,314