Administrative Coordinator

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At the System Administration office at the University of Colorado, we are dedicated to building a workplace where everyone feels valued, supported, and empowered to thrive. Our office is committed to fostering a culture where employees find community, a sense of belonging, and the opportunity to contribute meaningfully to our mission and purpose. By joining our team, you'll have a direct impact on shaping the future of higher education.

In addition to the Office of the Board of Regents, the University of Colorado's system administration includes 19 units that provide essential services to CU's campuses in Aurora, Boulder, Colorado Springs, and Denver, as well as the Office of the President. While not a part of any one campus, we are proud to serve in the centralized office for the University system.

Together, we ensure CU continues to deliver outstanding education, groundbreaking research, and valuable service to our communities. We believe in creating an environment where the unique experiences and perspectives of everyone are embraced, enriching the work we do and the strategic outcomes we pursue. If you're passionate about making a difference, contributing to a dynamic team, and supporting a mission that matters, we encourage you to apply and be part of our journey.

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 provide administrative support for the Executive Director including interfacing with key partners, project management, scheduling, developing meeting agendas and related materials, purchasing, and correspondence.

The Administrative Coordinator must be able to handle a wide variety of activities that may include confidential and sensitive matters. This position will also need to be detail orientated, have the ability to communicate with 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 four days a week at various CU office and campus locations.

Administrative Support:

• Provide primary administrative support and coordination to the Executive Director including answering and triaging phone calls and emails as well as calendar management, ensuring 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.

Event Planning and Coordination:

• 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…