Project & Professional Support Coordinator

About the position This position provides high-level administrative and operational support to the Dean and the Dean’s Administrative Team in a fast-paced academic medical center environment. The role requires strong technical proficiency, exceptional organizational skills, executive-level professionalism, and the ability to independently manage competing priorities.

Responsibilities

• Assist with administrative components of strategic initiatives led by the Dean and Senior Program Manager.
• Collect materials, distribute communications, and coordinate logistics related to leadership initiatives.
• Track and organize materials for leadership projects.
• Coordinate leadership recognition and appreciation initiatives (e.g., retirement acknowledgments, milestone recognition).
• Support event logistics, including venue coordination, catering, and setup.
• Advanced Microsoft Word formatting (e.g., merging files, applying institutional templates).
• Create and refine executive-level PowerPoint presentations.
• Support Excel-based tracking and reporting as needed.
• Ensure all materials meet high standards of professionalism, formatting consistency, and executive readiness.
• Support preparation and coordination of recurring executive meetings.
• Draft meeting agendas and coordinate presenters.
• Compile, format, and finalize presentation materials.
• Assist with the distribution of communications and tracking follow-up items.
• Support professional compliance and recurring administrative requirements.
• Assist with confidential and sensitive executive materials with discretion and sound judgment.
• Serve, as needed, as backup to the Executive Assistant.
• Manage and organize files in Microsoft Teams and OneDrive.
• Maintain Microsoft Teams channels and shared workspaces for leadership initiatives.
• Develop and maintain structured file architecture for leadership projects.
• Support document control and version management.
• Identify opportunities to improve organizational systems and implement process improvements where appropriate.

Requirements

• Bachelor’s degree in business, public administration, health care administration, communications, or a directly related field from an accredited institution.
• One (1) year of professional experience in project management or business operations support (Intermediate Level).
• Two (2) years of professional experience in project management or business operations support (Senior Level).
• Strong proficiency in Microsoft Word, PowerPoint, Excel, and Teams.
• Exceptional organizational and file management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage competing priorities independently.
• High attention to detail and commitment to accuracy.
• Ability to exercise discretion and handle confidential information.
• Ability to operate effectively in a dynamic, deadline-driven environment.
• Ability to proactively seek clarity on priorities and anticipate support needs.
• Demonstrated ability to improve processes and implement organizational systems.
• Applicants must be legally authorized to work in the United States without requiring sponsorship.

Nice-to-haves

• Experience with project management programs (e.g., Clickup, Smartsheet, etc.).
• Experience in academic medicine, higher education, or executive-level support environments.

Benefits

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10%25 of your gross pay
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

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