HR & Program Support Coordinator

Job Summary:

The HR & Program Support Coordinator provides essential support for human resources processes, business operations, and special programs within the Colorado Center for Personalized Medicine (CCPM). This role is responsible for managing HR transactions, coordinating recruitment and onboarding activities, maintaining organized records, and ensuring compliance with institutional policies. Additionally, the position provides administrative support for committees, special programs, and leadership presentations, including scheduling, documentation, and communication. The coordinator plays a key role in optimizing workflows, maintaining accurate tracking systems, and ensuring the seamless execution of operational tasks.

Key Responsibilities:

Program Support and Business Administration (50%):

• Serve as the primary administrative point of contact for the Access to Biobank Committee (ABC), providing comprehensive administrative support. Responsibilities include managing the committee's shared email inbox, responding to inquiries, coordinating communications, scheduling meetings, preparing agendas, and documenting meeting minutes. Additionally, oversee the processing of agreements through DocuSign, maintain accurate committee records, and ensure timely follow-up on action items to support the committee's operations effectively.
• Coordinate and schedule presentations on behalf of CCPM to clinical and research stakeholders by conducting outreach to internal and external teams, identifying appropriate meeting opportunities, and securing time on relevant agendas. Maintain an up-to-date presentation calendar to ensure leadership has visibility into upcoming engagements. Assist in the preparation of presentation materials, including drafting slides, compiling relevant data, and ensuring consistency with CCPM's branding and messaging.
• Provide administrative support and coordination for CCPM special programs, such as the Personalized Medicine Graduate Certificate and Degree Programs, by assisting with scheduling, logistics, documentation, and communication.
• Maintain and update tracking systems (e.g., Smartsheet, Excel, OneDrive) while proactively communicating changes.
• Identify and implement business process improvements, lead assigned projects, and develop tools for operational efficiency.
• Coordinate meeting logistics, documentation, and timely follow-ups on action items.
• Track deadlines, identify roadblocks, and proactively implement solutions to keep projects on schedule.
• Provide regular updates to stakeholders on task progress, challenges, and next steps.
• Handle confidential personnel, research, and clinical matters with discretion.
• Serve as backup support for marketing, communications, and business operations, including meeting logistics, retreat planning, conference room reservations, presentation coordination, mass communications, and equipment inventory updates.

Human Resources Coordination (40%):

• Manage HR transactions by submitting and tracking Zendesk ticket requests to HR Shared Services.
• Oversee the leave reporting process, including employee training, reminders, leave uploads, and bi-weekly/monthly payroll processing.
• Maintain CCPM's central human resources records, ensuring files are well-organized and up to date. Oversee record destruction in compliance with institutional policies and retention schedules.
• Process and approve badge requests, ensuring compliance with current Security Badging Office procedures.
• Support search committees by coordinating communication among the hiring authority, search chair, and committee members, ensuring adherence to best practices.
• Monitor incoming applications and notify search committee members of qualified candidates when requested.
• Serve as the primary point of contact for candidate recruitment and interview coordination, including scheduling interviews and making travel arrangements.
• Manage new employee onboarding and offboarding, ensuring timely completion of all tasks in Smartsheets, collecting/accessing credentials, and conducting exit interviews.

Other Duties as Assigned (10%):

• Perform other duties as assigned.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 2 days per week on campus and as needed for in-person meetings.

Why Join Us:

Join our dynamic team at the Colorado Center for Personalized Medicine (CCPM) at the University of Colorado Anschutz Medical Campus, where we are at the forefront of integrating genetic information to enhance patient care. CCPM is committed to leveraging the unique combination of genetic information derived from its CAP/CLIA biobank lab and comprehensive electronic health records to improve healthcare outcomes.

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: 10/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:

• A bachelor's degree in business, business administration, human resources, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• 1-2 years in administrative support, HR coordination, or business operations.

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

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience with HR processes, including recruitment, onboarding, leave reporting, and records management.
• Experience managing shared email inboxes, coordinating meetings, and tracking documents using systems like DocuSign.
• Experience coordinating travel arrangements and managing logistics for recruitment and events.
• Experience with business process improvements and standard operating procedures.
• Experience working in higher education, healthcare, or research.
• Experience coordinating schedules, meetings, and events.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Smartsheet, OneDrive, and other workflow management tools.
• Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Ability to communicate effectively and professionally with stakeholders at all levels.
• Strong problem-solving skills with the ability to identify issues, propose solutions, and implement process improvements.
• Attention to detail with a commitment to accuracy in record-keeping and reporting.
• Ability to work independently with minimal supervision.

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: Emily Casteel, emily.casteel@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until 05/04/2025.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $47,515 to $60,439.

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: http://www.cu.edu/node/153125

Equal Employment Opportunity Statement:

The University of Colorado (CU) is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing non-discrimination 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.

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 Medical Campus 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.