Information Services Operations Coordinator

Job Summary:

The Information Services Operations Coordinator provides operational and administrative support across the School of Medicine Office of the Dean Information Services department. Reporting to the Portfolio Management and Operations Manager, this position supports procurement and fiscal operations, workforce and recruiting coordination, portfolio and department operations, agreement administration, and other department-wide operational activities.

The position works closely with department leadership and cross-functional partners to maintain accurate records, coordinate recurring processes, track actions and deadlines, support established governance practices, and ensure timely follow-through on operational needs. The successful candidate will be highly organized, detail-oriented, responsive, and comfortable managing multiple priorities in a dynamic environment.

The work model for this position is hybrid, as determined by the School of Medicine Office of the Dean, Information Services Department.

Key Responsibilities:

• Procurement, Fiscal, & Agreement Coordination (30%)

  • Interpret financial data to oversee operating costs.

  • Independently determine appropriate accounts for allocation of expenses and ensure financial transactions are recorded.

  • Implement procurement procedures and reconcile budgets.

  • Analyze and interpret department budgets to forecast spending projections and needs.

  • Create and track requisitions/POs, vendor onboarding documentation, invoices, renewals, purchasing records, procurement follow-ups, contract/MOU/SOW tracking, and maintain fiscal documentation.

  • Establish positive relationships with internal and external stakeholders.

  • Coordinate with Procurement to purchase necessary equipment and supplies for Department operations.

  • Support Portfolio Management and Operations Manager with spend reporting and forecasting input.

• Workforce, Recruiting, and HR Operations (25%)

  • Support recruitment, hiring, and onboarding of new hires.

  • Communicate with candidates, hiring managers, search committees, and others.

  • Coordinate recruitment, record-keeping, and general administrative support with stakeholders as applicable to facilitate a seamless recruitment process.

  • Arrange interview schedules with candidates.

  • Provide follow-up correspondence to candidates.

  • Ensure onboarding / offboarding checklists are followed.

  • Maintain documentation of contractor records, training/compliance tracking, and HR processes.

  • Assist in a diverse set of recruiting projects and activities as assigned.

• Portfolio & Department Operations (25%)

  • Support Portfolio Management and Operations Manager with maintenance of Click Up/portfolio data.

  • Support project/resource allocation records.

  • Support maintenance of operational, financial, workforce, and vendor records to support department-level reporting, forecasting, and decision-making.

  • Support established portfolio and operational governance processes by maintaining trackers, documenting decisions, and monitoring due dates.

  • Support maintenance of operational trackers and documentation repositories.

  • Maintain status report inputs, meeting materials, and follow-ups on assigned actions.

• Administration & Leadership Support (10%)

  • Provide support in the areas of human resources, procurement, budgetary tracking, reporting, and overall management of the administrative office.

  • Provide administrative support to the IT Director, IT Assistant Director, and Portfolio Management and Operations Manager, including meeting coordination, composing meeting minutes, and other assigned tasks.

  • Maintain business process improvements, leading operational projects as assigned and developing tools for operational efficiency.

  • Adhere to financial policies and procedures and independently seek guidance and training on new policies and procedures.

  • Assist with editing organizational charts and maintaining department-wide operational logistics

  • Oversee central office supply inventory tracking and ordering and maintain organized supply inventory systems; fulfill ad hoc supply requests.

  • Maintain master space assignment list and seating chart; audit seating assignments and security access lists quarterly to ensure access is limited to current staff, faculty, and partners and email lists are accurate.

  • Coordinate all incoming and outgoing mail and deliveries, including distribution to mail recipients and communication as necessary.

  • Oversee all SOM IS office spaces (conference rooms, kitchen, and general SOM IS space), including management of the reservation schedules, resources, information technology (IT), and liaising with facilities as needed.

This description is a summary of the general level of work and is not intended to be all-inclusive. Duties and responsibilities may evolve based on business need and the approved organizational design. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Work Location:

Hybrid – this role is eligible for a hybrid schedule of three (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. For more information, visit www.cuanschutz.edu.

The School of Medicine (SOM) Office of the Dean Information Services team supports a wide range of digital, data, application, infrastructure, compliance, web, and end-user technology services across departments. This role provides department-wide portfolio and operations leadership across these functional areas and is not assigned to a single delivery team.

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