Administrative Coordinator

About the Role

This position supports the Executive Director of the Coleman Institute for Cognitive Disabilities and the Executive Director of the Colorado Clinical and Translation Sciences Institute (CCTSI) Innovations Ecosystem within the University of Colorado system administration office. The role is centered on providing dependable administrative coordination, helping manage priorities, and keeping operations running smoothly across office and campus locations in the Denver area.

The work environment values collaboration, inclusion, and service to higher education. This role contributes to a centralized university system that supports multiple campuses and key institutional functions.

Work Location

The position is expected to be in office four days each week and may involve working at different CU office and campus locations.

Key Duties

The Administrative Coordinator will handle a wide range of office, scheduling, travel, communication, and event-related tasks. The role may involve confidential and sensitive information, so discretion, accuracy, and professionalism are essential.

Administrative Support

• Serve as the main point of contact for the Executive Director by managing incoming calls, emails, and calendar coordination.
• Receive visitors and guests professionally, and help route meeting requests based on stakeholder relationships and leadership priorities.
• Support scheduling for large meetings and committee sessions.
• Maintain an accurate events calendar for activities requiring the Executive Director’s participation.
• Gather and organize background information for meetings so decisions can be made efficiently and with full context.
• Take meeting notes and prepare minutes when needed.
• Arrange travel, including airfare, lodging, conference bookings, scheduling, and post-trip reconciliation and reimbursement support.
• Draft, edit, and proofread correspondence for signature using knowledge of the Executive Director’s contacts and activities.
• Review materials prepared by others and correct formatting, grammar, and content before submission.
• Maintain office records and confidential files in an organized manner.
• Lead special projects from start to finish and ensure timely completion aligned with organizational goals.
• Purchase approved items for the Executive Director, faculty, and staff at Bioscience 3 through the purchasing process.

Event Planning and Coordination

• Organize meetings, summits, retreats, and similar gatherings for leadership, advisory groups, faculty, staff, outside collaborators, and other invited participants.
• Handle all event logistics, including scheduling, venue booking, refreshments, agendas, supporting materials, attendee coordination, minutes, and communication of updates.
• Support special functions such as receptions, retirement events, farewell gatherings, community events, and other university-related functions.
• Track room reservations, setup requirements, configuration needs, and any advance paperwork tied to events.
• Assist with official events and off-campus meetings by preparing and submitting required documentation.

Minimum Qualifications

A bachelor’s degree from an accredited institution is required, although related professional experience may replace the education requirement on a year-for-year basis. The role also requires at least three years of professional experience in office coordination and support, event planning support, or assistance to a director or manager in a professional office setting.

Preferred Qualifications

Helpful background includes a bachelor’s or post-baccalaureate degree in human services, engineering, or a related field; five years of the relevant professional experience; prior experience in higher education; and experience with PeopleSoft Financial, Marketplace, and Concur Travel software.

Knowledge, Skills, and Abilities

The position calls for a solid understanding of higher education systems and shared governance, strong collaboration and interpersonal abilities, and excellent communication skills. Success in the role also depends on strong organization, the ability to manage competing priorities, professionalism under pressure, sound judgment, attention to detail, and comfort learning new systems and software.

Application Instructions

Applicants should submit a cover letter that explains how they meet the minimum qualifications and why they are interested in the role, along with a resume that lists all relevant experience clearly enough to be evaluated against the posting.

Benefits

This role comes with a robust benefits package that includes medical and dental coverage options, vision, disability, and life insurance, retirement plans with employer contribution, pre-tax savings accounts, generous leave, paid holidays, winter break, parental leave, tuition assistance, free transit access, free onsite parking at the 1800 Grant Street office, and additional CU Advantage programs.

Additional Information

Additional taxable fringe benefits may be available. This is a University Staff position. More detail on benefits and total compensation is available through the organization’s benefit and compensation resources.