"Senior Program Administrator"

Program Administrator

University of Colorado Anschutz Medical Campus

Department: Office of Medical Education, Office of Research Education

Job Title: Academic Services Senior Professional

Working Title: Senior Program Administrator

Position #: 00813580 - Requisition #:37990

Job Summary:

The University of Colorado School of Medicine's Office of Medical Education (OME) is seeking a detail-oriented and proactive Program Administrator (PA) to join the Office of Research Education (ORE). This senior-level role provides hands-on experience in academic administration and business operations while supporting assigned PhD programs.

The PA serves as a key liaison among the School of Medicine, Graduate School, Anschutz Medical Campus, and the University of Colorado, ensuring effective coordination and program management. Responsibilities include overseeing the financial, academic, and operational functions of PhD programs; implementing policies and procedures; and contributing to strategic decisions on business operations, funding, and resource allocation to ensure program success.

Supervision Received: Reports directly to the ORE Admissions and Operations Manager.

Supervision Exercised: This position has no direct supervision

Key Responsibilities:

Recruitment:

• Assist with recruiting, accepting, and orienting new students into the Ph.D. program while following appropriate university policies and procedures.
• Prepare student admission files from faculty review to program acceptance.

Student Progression:

• Compile and manage all student data for tracking, advisement, intervention, and resolution of academic issues related to degree progress in accordance with university policies and procedures.

Event Planning:

• Organize and coordinate all event planning for activities related to the Ph.D. program, including annual seminar series, program-specific specialty courses, scientific retreats, journal clubs, and new student recruitment.

Administrative Support:

• Sustain the program curriculum proposals by ensuring the integration and development of new courses within the CU Student Information System.
• Ensure that training grant database records are accurate and reliable.
• Act as a business and administrative resource for Ph.D. students, focusing on finances and academic affairs within the School of Medicine.
• Act as a liaison between the School of Medicine and the Ph.D. Programs by participating in and scheduling committee, faculty, and other meetings.

Financial Administration:

• Review and submit financial documentation in a timely manner to ensure funding is allocated appropriately. This includes submitting official function forms and vendor contracts for review and approval with significant time for all parties to review.
• Manage staff, faculty and student procurement following all university policies and procedures when processing expense reports, reimbursements, purchase orders, and gift card processes.
• Manage contract negotiations for events, including hotel and vendor agreement and ensure bills are charged appropriately.

Other Duties:

• Perform other duties as assigned to support assigned Ph.D. programs and/or the ORE collectively.

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. Additional on-site days may be required as needed. This role may occasionally require staffing support during evening or weekend events. Please see the campus-wide policy for additional information.

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.

Qualifications:

Minimum Qualifications:

• Bachelor's in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, women and gender studies, psychology, computer science, information systems, business, health sciences, physical sciences, public administration, business administration, higher education, counseling, hospitality, human services, and student affairs.
• At least 2 years of broad and diversified professional experience that includes administrative responsibilities.

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:

• At least 2-5 years of broad and diversified professional experience that has included administrative responsibilities.
• Experience working in a medical and/or academic setting.
• Experience with event planning and coordination.
• Experience working with University Information Systems (UIS), CU Student Information Systems (CU-SIS), PeopleSoft, Slate or similar electronic student information system.
• Experience supporting grant coordination, including preparation, tracking, and reporting.

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Knowledge of and ability to apply diverse financial management skills.
• Knowledge of and ability to apply accepted theories, practices, and principles of general management and administration.
• Ability to take initiative to establish work priorities and follow-through to insure timely completion of activities.
• Ability to plan, organize, implement, and coordinate financial and administrative activities.
• Ability to demonstrate critical thinking and adaptability to resolve issues, taking into consideration the various personalities and perspectives of constituents.
• Proficiency with Microsoft Office products including Word, Outlook, Excel, and PowerPoint.