Position Summary:

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.

Where You Will Work:

Applicants must be Colorado residents or able to relocate to Colorado within a month of starting employment with University of Colorado System Administration.

This role is expected to work in the office 4 days a week at various CU office and campus locations.

Duties and Responsibilities:

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.
• Take notes and record meeting minutes.
• Coordinate the Executive Director's travel schedule including conference bookings, airfare, and hotel arrangements.
• Compose, edit and proofread timely correspondence for signature.
• Conduct quality reviews of materials prepared by others for review or signature.
• Organize and maintain Executive Director's office files, including confidential information.
• Oversee and implement special projects from initiation to completion.
• 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.
• Manage special events and functions on behalf of the Executive Director's office such as receptions, retirement and farewell events, community gatherings, and other University events as requested.
• Manage and ensure room reservations/setup/configuration and all necessary paperwork is completed in advance of events.