Program Administrator

Job Summary:

The Program Administrator (PA) in the Office of Research Education (ORE) collaborates closely with the Admissions and Operations Manager and the ORE Program Director to support the successful operation of PhD programs. Serving as a key representative of the program(s) across the School of Medicine, Graduate School, Anschutz Medical Campus, and the broader University of Colorado, the PA facilitates communication and coordination across program stakeholders. This University Staff (non-classified) position independently manages the financial, educational, and operational aspects of assigned PhD programs and applies program, School of Medicine, and University policies and procedures to support program operations.

As a senior academic services professional, independently evaluates and implements policies and procedures related to assigned program responsibilities, oversees the execution of teaching, research, and graduate training, and provides recommendations on business operations, funding, and resource allocation to support assigned program goals.

Key Responsibilities:

Recruitment 20%

• Oversees recruitment, acceptance, and orientation activities for new students in two PhD programs, applying program guidelines and University requirements throughout the admissions process.

• Coordinates the preparation and review of student admission files from faculty review through acceptance by the program, SOM-ORE, and the Graduate School.

• Applies program guidelines, SOM-ORE requirements, and applicable University policies and procedures to student admission activities.

Student Progression 20%

• Maintains and reviews student records and monitors academic progress for students in the assigned PhD programs.

• Provides advising support regarding academic progression and program requirements.

• Evaluates student academic progress and intervenes as needed to address and resolve academic concerns.

• Apply program guidelines, SOM-ORE requirements, and applicable University policies and procedures when addressing student degree-progress matters.

Event Planning 20%

• Organize and coordinate all event planning for programs, including, but not limited to, activities around annual seminar series, program-specific specialty courses and/or scientific retreats, journal club(s), and annual student admissions and recruitment.

Administrative Support 20%

• Maintains program curriculum proposals, including coordinating the interface with CU-SIS and building new courses in the system as needed.

• Serves as a business and administrative resource for students in the assigned programs, providing guidance regarding program-related processes and requirements.

• Serves as a liaison between the School of Medicine and assigned programs and as a point of contact for student-related issues.

• Maintains accurate and reliable training grant database records to support program operations.

• Coordinates and participates in program committee and faculty meetings and contributes to discussions regarding program mission and goals.

• Provides administrative guidance regarding student issues, finances, and SOM-ORE academic affairs.

Financial Administration 20%

• Administers applicable state fiscal policies and University rules, regulations, procedures, and standards related to accounting and business management.

• Reviews and submits financial documentation to support appropriate allocation of program funding, including official function forms and vendor contracts.

• Manages procurement activities in accordance with University policies and procedures, including expense reports, reimbursements, purchase orders, and gift card processes.

• Manages contract negotiations for program events, including hotel and vendor agreements, and ensures expenses are charged appropriately.

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 University of Colorado Anschutz Medical Campus is a world-class medical destination at the forefront of transformative science, medicine, education and patient care. The campus encompasses the University of Colorado health professional schools, more than 60 centers and institutes, and two nationally ranked independent hospitals - UCHealth University of Colorado Hospital and Children's Hospital Colorado - that treat more than two million adult and pediatric patients each year. Innovative, interconnected and highly collaborative, the University of Colorado Anschutz Medical Campus delivers life-changing treatments, patient care and professional training and conducts world-renowned research fueled by over $650 million in research grants. For more information, visit www.cuanschutz.edu.

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:

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

• 2 years of professional level experience in a program coordination role within an academic or business-related environment.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• 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.

Conditions of Employment

• This role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings. This role may occasionally require staffing support during evening or weekend events.

• 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.

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 administration.

• Ability to establish work priorities, exercise independent judgment, and follow through to ensure timely completion of activities.

• Ability to plan, organize, implement, and coordinate financial and administrative activities.

• Ability to demonstrate critical thinking and adaptability to evaluate and resolve issues, taking into consideration the various perspectives of constituents

• Proficiency with Microsoft Office products including Word, Outlook, Excel, and PowerPoint.

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 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: Morgan Texeira - morgan.texeira@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until One (1) week from posting date.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $52,961 - $70,968.

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 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.