Business Operations Coordinator

Job description

Description
University of Colorado | CU Anschutz Medical Campus

School of Medicine
The Department of Pediatrics, Section of Developmental Biology

Business Operations Coordinator (Business Services Senior Professional)

Position #760893 – Requisition #21552

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The Department of Pediatrics, Section of Developmental Biology  has an opening for a full-time University Staff (unclassified) Business Operations Coordinator position.

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.

Nature of Work:

This full-time (1.0FTE), University Staff (non-classified) position will work under the direction and guidance of the Developmental Biology Business Manager. The Business Operations Coordinator will provide support and expertise to faculty and staff in the appropriate utilization of financial and human resource (HR) systems. This position will be involved in budgeting and financial forecasting to enhance current programs and to help evaluate potential new programs. The individual will provide fiscal oversight and manage the financial portfolio of the Developmental Biology section, within the Department of Pediatrics, University of Colorado School of Medicine. The financial portfolio consists of external grants, contract funds, gift funds, donations, and internal funds provided by the Dean and Department Chair. HR responsibilities include liaising with the hiring managers and Department of Pediatrics Talent Management and Academic Affairs to manage the process of recruitment, retention, training and performance planning for faculty and staff. Furthermore, this position will require the maintenance of effective communication and should continually foster strong working relationships with the UCD School of Medicine (SOM), Department of Pediatrics (DOP) and Children's Hospital Colorado (CHCO).

This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Examples of Work Performed:

Finance Related Duties

Grants / Contracts / Agreements

- Coordinate with Department of Pediatrics Central Grants and Contracts team regarding all phases of grants management from pre-award through post-award

- Develop and maintain section's grants/contracts polices in order to ensure compliance with University, CU Medicine, and State guidelines; organize and establish work processes to ensure the grant/contract submission process and the receipt of all awards is timely, complete, and adheres to all policies of the proposed sponsor and the University Office of Grants and Contracts (OGC)

- Responsible for budget preparation, construction, forecasting, financial planning and analysis, and process improvement within the scope of grants and contracts; prepare complex, multiple year budgets and review prior to routing and submission to ensure compliance with Federal, State, University, and private sponsors for grants and contracts; prepare salary budgets by utilizing employee compensation rates, appropriate fringe benefit rates, and approved escalation rates

- Prepare subcontracts and applicable standing purchase orders per established guidelines with participating institutions; track the routing of subcontracts from the initiation phase, through submission, to recipient and facilitate the submission and payment of sub-award invoices in a timely manner; work directly with the Subcontractor, PI (Principal Investigators), and Post-Award Office to resolve issues

- Work with PIs, or designees, in order to facilitate the process of requesting, executing, tracking, verifying services and reconciling large purchases requiring (S)POs, sole source justification, and/or bids and consultants including scope of work documentation

Reports

- Maintain an accurate and comprehensive database of all grants and contracts submitted including proposed dates, direct and indirect costs, PIs, personnel and their effort committed, and short descriptions of grant/contract

- Maintain current files on all grant and contract submissions

- Develop and maintain comprehensive calendar that includes all grant start, end and renewal dates, as well as all report submission deadlines

- Review monthly accounting activity on all sponsored project and CHCO restricted accounts ensuring compliance with internal and external policies; create customized monthly reports that concisely itemize, interpret, and compare expenditures to budget; ensure budget projections accurately reflect the grant activities of the Section and prepare budget/reporting tools for internal and external constituents; develop reconciliation processes and communicate processes to PIs; meet with PIs on a monthly basis; and review revenues, expenditures, available balances and encumbrances and compare to approved grant and contract budgets for sponsored projects with noted deficit; ensure investigators are informed and notified of potential deficits

Policies / Procedures

- Interpret and follow current University and CU Medicine rules and guidelines relating to procurement, travel and expense reimbursements

- Maintain current knowledge of financial processes and guidelines; attend additional trainings as needed

- Has financial/fiscal authority to determine if a requested expenditure is needed and can/cannot be made; reconcile accounts and analyze discrepancies and solve as appropriate

Fiscal

- Responsible for Sections’ receivables (invoicing and collections for all Section business activity) and deposits for CU Medicine and the University

- Ensure accurate and timely billing for contract activity, enabling Principal Investigators (PIs) to fulfill the Sections’ training, consulting and other contractual commitments

- Ensure employee expense reimbursements (Procurement and Travel) are being submitted correctly and according to University policy

- Conduct trainings on relevant policies related to procurement and travel, both individually and/or in-group settings

- Determine correct account codes, speedtypes, etc. for specific projects for PIs, Faculty and Staff

Communications/Community Related Duties

- Field general requests, incoming emails, and distribute to necessary parties

- Serve as primary point person on administrative issues between the Section Head, the Department of Pediatrics, and Children's Hospital Colorado

- Receive and screen communications to the Section Head including telephone calls and e-mail messages, and provide assistance using independent judgment to determine priority

- Coordinate communications and planning activities between Section Head and Internal /External Partners; foster and maintain relationships strategic to the Section and its programs through conducting community meetings both on- and off-campus, locally, regionally and nationally (annual Developmental Biology/Child Health Symposium)

- Plan, implement and manage a community relations and communication plan under the supervision of the Section Head, using multiple communication vehicles such as but not limited to website and social/electronic media, webinars and web/tele conferences, and in-person events; configure the appropriate type of media vehicle using research around such parameters as penetration rates, hits, etc

- Conduct ongoing monthly website review for all projects and recommend improvements/enhancements to Section and program leadership; work with Department of Pediatrics and School of Medicine (SOM) to meet University standards

- Coordinate marketing and scheduling of workshops for the organoid core, using iLabs software

Human Resources Related Duties

Recruiting & Staffing

- In conjunction with Department of Pediatrics Talent Management and Academic Affairs, facilitate employee recruitments; coordinate the hiring process for faculty/staff position; pre-screen applicants for searches, forward applicants that meet minimum qualifications to Search Committee / Managers; complete required documents to ensure DOP and University compliance including search summaries, screening matrices, etc

- Coordinate credentialing and general on-boarding of doctors/clinicians/etc. with UCD, CHCO, and CU Medicine

Benefits

- Serve as liaison between University Employee Services and Human Resources, directing and answering employee's questions that can be answered at the Center level

- Maintain current knowledge of University benefits and wellness 

Employee Relations

- Counsels personnel on matters of benefits, work issues, personal interrelations, grievances, worker's compensation claims and other like matters within the Center; utilize authority to meet with employees individually to resolve any concerns/issues; meet with managers / supervisors to discuss options/next steps; and involve Administrator and/or the Executive Director if needed

- Provide guidance and resolution with incident and security issues

Training and Development

- Develop and provide internal orientations and refresher sessions for faculty and staff

- Supervise annual and quarterly trainings for policy completion at the University and CHCO

International

- Serve as liaison between the Center and the Office of International Affairs (ISSS)

- Continue to attend trainings to stay up to date with changes from ISSS

- Manage the International Visitor Program within the Center; process all paperwork and coordination of communication with international institutes to maintain strong relationships

Data Base Systems

- Enter data and maintain financial and HR spreadsheets

- Maintain CHCO HR Express for badging and security purposes: enter new hires, extend exit dates and terminations

Payroll 

- Track and maintain internally any appropriate personnel records for 60+ faculty and staff (vacation, sick leave, etc) on a monthly basis; submit requested monthly payroll information to Pediatric HR representative

Salary and Benefits:

The salary range (or hiring range) for this position has been established at $48,137 to $67,391.  

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

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 is not eligible for overtime compensation.

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.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Diversity and Equity:

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 [email protected]

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | 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.



Qualifications
Minimum Qualifications:

- Bachelor's degree in business administration, public health, finance, or a directly related field from an accredited institution
Substitution: A combination of education and related technical/paraprofessional experience may be subsisted for the bachelor's degree on a year for year basis
- 2 years of professional level experience in human resources and/or financial management
- Minimum of 6 months' experience working with financial systems

Applicants must meet minimum qualifications at the time of hire.

Conditions of Employment:

Must be willing and able to pass a national criminal

Must be willing and able to pass a 10-Panel Drug Test

Preferred Qualifications:

- Prior grant and contract management experience
- Prior experience in health research operations or financial management
- Prior experience working in higher education or government agencies

Competencies- Knowledge, Skills, and Abilities

- Ability to collaborate with team members, customers and stakeholders, as well as being a self-motivated individual
- Effective communication skills both written and verbal
- Ability to think critically
- Strong organizational skills and ability to coordinate multiple tasks simultaneously
- Ability to effectively manage process, personnel, and product development as required to achieve project outcomes
- Ability to manage projects that require attention to detail
- Proficiency in Microsoft Word, PowerPoint, Outlook, and Excel



Job Category: Business Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Jun 1, 2021
Unposting Date: Ongoing

 

 

 

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Job No:
Posted: 6/3/2021
Application Due: 9/1/2021
Work Type: Full Time
Salary: