Senior Business Operations Coordinator

University Classification: Business Service Senior Professional

Working Title: Senior Business Operations Coordinator

Department/Subunit: College of Liberal Arts and Sciences – Department of Mathematical and Statistical Sciences

FTE: Full Time

Position #: 00803412

Requisition #: 27838

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

The University of Colorado Denver is the state’s premier public urban research university and equity-serving institution. Globally connected and locally invested, CU Denver partners with future-focused learners and communities to design accessible, relevant, transformative educational experiences for every stage of life and career. Across eight schools and colleges in the heart of downtown Denver, our leading faculty inspires and works alongside students to solve complex challenges through boundary-breaking innovation and impactful research and creative work. As part of the state’s largest university system, CU Denver is a major contributor to the Colorado economy, with 2,000 employees and annual economic impact of more than $800 million. For more information, visit www.ucdenver.edu

Career Family: Business Services

Jobs in this career family provide general business operations of the organization or a combination of operational responsibilities covering multiple career families.  Functions include institutional research, statistical analysis, policy development and review, strategic planning, and broad unit business operations such as parking and transportation services, risk management, childcare services, real estate and property management, retail services or job responsibilities that combine fiscal, HR and operational management responsibilities.

Professional Level: Senior Professional

Senior Professionals are responsible for exercising discretion, analytical skill, personal accountability, and responsibility in a wide range of areas including academic, administrative, managerial and student services functions. Work involves creating, integrating, applying, and sharing knowledge directly related to a professional field.  Work is performed fully independently.

The Department of Mathematical and Statistical Sciences has an opening for a Full-Time University Staff (unclassified) Senior Business Operations Coordinator position.

Position Emphasis:

This position will manage all aspects of the day-to-day operations of the department and ensure smooth operation. They will supervise the department’s administrative staff and substitute for other administrative staff as necessary. The Senior Business Operations Coordinator will support the graduate programs (certificate, M.S., and Ph.D.), develop processes for efficient operations of the programs, and support graduate students. They will also provide fiscal support, by managing department finances, including operating budgets, auxiliary accounts, gift accounts, and graduate program accounts.

Examples of Work Performed

Department Operations

• Apply, disseminate, and lead the implementation of policies to guide faculty, staff, and student employees in the office, HR, Finance, and procurement processes; provide departmental training to faculty and staff regarding university policies and department procedures; develop and maintain department training materials and guides.  Maintain detailed and accurate knowledge and records of department operations and processes.  Develop processes for managing the department office operation, and improve the organization of the department office. Consult and notify constituents of changes that would affect them before the changes happen (if possible)
• Serve as a work leader for (or supervise) permanent office staff and/or student workers. Hire, train, and supervise student employees to assist with program duties. Ensure that department staff members have sufficient training and authorization to delegate to them.  
• Field questions and concerns from students, faculty, other staff members, and the public, directing them to appropriate university offices, and acting on their behalf as a single point of contact with the various University offices to resolve issues when appropriate. 
• Regularly meet with the chair to provide updates regarding department operations; inform the chair of issues affecting department operations and personnel issues and propose solutions.
• Develop short- and long-range plans for operational improvement to match projected department changes.
• Able to handle emergencies arising on the floor as best as possible, find an appropriate response, and promptly contact proper support.
• Manage, maintain, and create content for department websites and social media (i.e., postings, newsletters, email communications, etc.).
• Department liaison to CLAS Dean’s Office and other university offices and programs (i.e., FCQ Office, Procurement, ISSS, Bursar’s Office, etc.).
• Provide department IT oversight and troubleshooting. Liaison with CLAS IT for technical assistance, computer setup, and maintenance, ordering and updating equipment, etc.
• Manage all rooming requests both proprietary and EMS requests. Provide WebSpace reporting to CLAS. The coordinate floor needs with facilities, security, maintenance, and housekeeping.    Maintain the department Access Matrix in conjunction with Facilities Management Access Control. Establish/manage access procedures and maintain access request records and keys. Manage General Floor incidents and works with appropriate University departments for resolution. 
• Manage purchase requests for supplies, furniture, and equipment. Manage department inventory.
• Organize department-funded events, including end-of-semester celebrations, graduate student orientation, poster sessions, potential student lunches, new hire meals, and other events.

DEI –Department Development

• Build and nurture a culture where inclusiveness is the norm, not an initiative, and where difference is valued and recognized as a strength.

Department Budget Management and Fiscal Operation

• Analyze and project budget based on department programmatic costs and outcomes information. Meet with a chair to go over budget information. Based on information collected and department objectives determined by the chair, set the departmental operating budget each year and allocate expenses.
• Track and manage additional department budgets (i.e., PT Instructional, ICR, Gift Fund, Computer Replacement, ICB, CU Succeed)
• Process tuition and insurance support payments for funded graduate students.
• Reconcile department budgets and line items monthly; prepare year-end financials and reports for special projects annually and when projects end. Identify budget concerns and problem areas, and work with CLAS finance staff to transfer and reallocate funds to correct errors.
• Advise faculty and staff on requirements in maintenance and compliance of accounting and budgeting processes. Develop and update departmental finance policies and create financial resources for faculty and staff.
• Process and track payments using SPOs, Payment Vouchers, Non-Catalog Forms, etc. This includes payments to independent contractors, honorariums, and other goods and services not available through CU Marketplace.

Graduate Program Support

• General support of the Graduate Director, the Director of Statistical Programs, and the Graduate Committee, and coordination with the campus Graduate School.
• Management of the admissions process: managing admissions decisions; coordinating travel for prospective graduate student visits; communicating with the incoming class about enrollment and graduate orientation; and monitoring matriculation
• Management of paperwork and student records, including preliminary exam, comprehensive exam, project/thesis defense reports; graduation paperwork; announcement of project, thesis, dissertation presentations; coordination of PhD preliminary exam.
• Monitoring and reporting of current student status, including monitoring enrollment of current students; preparing graduate student progress letters; managing advising day; coordinating faculty assessment reports.
• Coordinates student office space.
• Provides enrollment permission to graduate students to override prerequisites.
• Coordinates student appointments, including TA funding offer letters; Bateman Teaching/Fellowship award letters and processing; delegates the preparation of appointment letters and HR entries for graduate student TA and RA appointments.
• Field questions and concerns about the graduate program from students, faculty, other staff members, and the public, directing them to appropriate university offices and acting on their behalf as a single point of contact with the various University offices to resolve issues when appropriate.

Salary and Benefits:

The salary range (or hiring range ) for this position has been established at $58,508 – $64,000.

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 represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

FLSA Status: Not eligible for overtime (exempt).

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 of Colorado Denver 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, persons within the LGBTQ+ community, and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver 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.

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] ​.

COVID-19 Requirement

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon the start date.  Information regarding this requirement and exemptions can be found at: https://www.ucdenver.edu/coronavirus

Denver Campus exemptions are allowed for medical, religious, or personal reasons.

The University of Colorado Denver seeks individuals with a 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.

 

Qualifications

 

​​​​ Minimum Qualifications:

• A Bachelor’s degree in liberal arts and sciences, business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• 2 years of professional-level experience managing, administrating or coordinating department-level office & business operations, including HR/payroll processes and budget management.

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

Preferred Qualifications :

• Experience developing and implementing work processes.
• Experience working in a higher education environment.
• Experience managing, tracking, analyzing, and reconciling multiple budgets.
• Experience using HCM or similar human resources management systems and/or experience with CU Data or similar budgeting/data information systems.

Competencies:

• Ability to communicate effectively, both in writing and orally.
• Ability to implement policies and decisions; and ability to lead projects to completion.
• Ability to manage a team, provide direction to other staff members, and foster a culture of respect and inclusivity
• Ability to establish and maintain effective working relationships with employees at all levels throughout the department and the institution.
• Outstanding customer service skills.
• Demonstrated commitment and leadership ability to advance diversity, equity, and inclusion.

 
  
Special Instructions to Applicants: Required Application Materials:
To apply, please visit: http://www.cu.edu/cu-careers and attach:
1. A letter of application that specifically addresses the job requirements and outlines qualifications
2. A current CV/resume
3. List three to five professional references (we will notify you prior to contacting both on and off-list references) Questions should be directed to: Dr. Stephen Hartke at [email protected]    Application Materials Required: Cover Letter, Resume/CV, List of References Application Materials Instructions: Applications are accepted electronically ONLY at www.cu.edu/cu-careers.

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by Nov 7, 2022. Those who do not apply by this date may or may not be considered.   
Job Category
: Business Services 
Primary Location
: Denver 
Department: U0001 — DENVER & ANSCHUTZ MED CAMPUS – 30106 – CLAS-Mathematics 
Schedule
: Full-time 
Posting Date
: Oct 24, 2022 
Unposting Date
: Ongoing 
Posting Contact Name: Stephen Hartke 
Posting Contact Email: [email protected] 
Position Number: 00803412