Administrative Coordinator

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The Administrative Coordinator will provide general office support for Dr. Cathy Bodine, Executive Director of the Coleman Institute for Cognitive Disabilities and Executive Director of the Colorado Clinical and Translation Sciences Institute (CCTSI) Innovations Ecosystem. This position will include interfacing with key partners, project management, scheduling, developing meeting agendas and related materials, purchasing, and correspondence. The coordinator must handle a wide variety of activities, including confidential and sensitive matters, and maintain positive relationships with stakeholders.

This position reports to the Executive Director, Coleman Institute and is exempt from the State of Colorado Classified Staff System.

This role is expected to work in the office 4 days a week at various CU office and campus locations.

• Provide primary administrative support and coordination to the Executive Director including answering and triaging phone calls and emails as well as calendar management, ensuring the calendar is up-to-date and accurate.
• Welcome, direct, and professionally coordinate the experience of visitors and guests. Handle requests for meetings, coordinate and prioritize meetings based on knowledge of relationships with various stakeholders and the Executive Director’s strategic initiatives, handling sensitive meeting requests with discretion.
• Assist with the scheduling of large meetings and committee meetings as needed.
• Update and maintain a calendar of events that require the Executive Director’s attendance.
• Compile and organize comprehensive background materials to support effective meeting preparation and informed decision-making. Anticipate needs and priorities, take initiative to identify effective solutions, and fully execute to the highest standards.
• Take notes and record meeting minutes.
• Coordinate the Executive Director’s travel schedule including conference bookings, airfare, and hotel arrangements. Ensure the travel is well-organized, allocating time reasonably and maximizing the effectiveness of the trip. After travel is complete, work with appropriate staff on travel reconciliation and reimbursements.
• Using knowledge of Executive Director and College contacts and activities, this position will compose, edit and proofread timely correspondence for signature.
• Conduct quality reviews of materials prepared by others for review or signature and proofread and correct work before submission to the Executive Director.
• Organize and maintain Executive Director’s office files, including confidential information.
• Oversee and implement special projects from initiation to completion, ensuring alignment with organizational goals and timely delivery. Purchase items for the Executive Director, faculty and staff at Bioscience 3 once approved through the purchasing process in Formstack.

• Plan and arrange meetings, summits, retreats with leadership, Advisory Committee, faculty members, staff, outside collaborators, advisory board, and others as requested.
• Coordinate all aspects of meetings, including scheduling, securing venues, arranging refreshments, supporting external participants, preparing agendas and supporting materials, recording minutes as needed, and promptly communicating any updates or changes. Manage special events and functions on behalf of the Executive Director’s office such as receptions, retirement and farewell events, community gatherings, and other University events as requested, and update the College calendar accordingly.
• Manage and ensure room reservations/setup/configuration and all necessary paperwork is completed in advance of events.
• Assist the Executive Director with official events and off-campus meetings including submission of paperwork and documentation.

• Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis).
• Three (3) years’ professional office coordination…