Office of Clinical Trials (OCT) Coordinator

Job Summary:

This position provides centralized business, financial, administrative, and programmatic support for the Office of Clinical Trials (OCT), with primary support for Clinical Research Administration (CRAO), Clinical Research Support Team (CReST), the Clinical Research Recruitment Program (Recruitment), Workforce Development, and related OCT initiatives. The position supports day-to-day operations, procurement, expense reconciliation, billing documentation, reporting, meeting and event logistics, Smartsheet and SharePoint coordination, and process documentation.

The role is intended to maintain continuity of critical support functions previously provided through a shared administrative support model. The position works closely with OCT leadership, program directors, managers, finance partners, and campus stakeholders to support operational effectiveness, compliance with university processes, and scalable administrative infrastructure as OCT programs grow.

Key Responsibilities:

• 30% – Provide day-to-day business and administrative support for OCT programs (CRAO, CReST, Recruitment, Workforce Development, and related service lines), including operational coordination, general program support, and administrative office support.

• 20% – Coordinate procurement, office supply ordering, vendor set-up, software renewals/subscriptions, and purchasing requests; prepare, reconcile, route, and maintain documentation for Concur expense reports, procurement card activity, social media advertising expenses, and related program billing records.

• 15% – Provide administrative support and coordination to the OCT and OCT programs (CReST, Recruitment Program, Workforce Development, Oncore, and others) including meeting and event organization, scheduling, ordering, and planning, agenda prep, minutes, follow-up tracking, program reporting/dashboard updates, and general office support); develop and maintain SOPs, job aids, process documents, and transition materials for key duties.

• 10% – Support Recruitment Program and CReST billing activities, including documentation, access coordination, advertising expense tracking, iLab invoicing, and assistance with allocating expenses to appropriate funding sources.

• 10% – Provide Workforce Development administrative support, including scheduling, logistics, communications, registration support, tracking, and documentation for training programs, workshops, meetings, and events.

• 10% – Develop and maintain Smartsheet, SharePoint, Excel, Teams, and related tools for workflow tracking, reporting, document storage, process and project management, and cross-program coordination.

• 5% – Assist with onboarding and transition activities for new hires, temporary staff, and others needing access to OCT systems/processes; support special projects, operational improvement efforts, and other duties as assigned by OCT leadership.

Work Location:

Hybrid – this role is eligible for a hybrid schedule of four (4) days per week on campus and as needed for in-person meetings.

Why Join Us:

The University of Colorado Anschutz Medical Campus is a public education, clinical, and research facility serving 4,500 students and is 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.

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

• Retirement 401(a) Plan: Employer contributes 10% of your gross pay

• Paid Time Off: Accruals over the year

• 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

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Qualifications:

• Bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.

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

• One (1) year of professional experience related to business operations, administrative coordination, financial administration, procurement, program coordination, project coordination, or related work assignment.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Three (3) or more years of progressively responsible experience in business operations, administrative support, program coordination, finance, procurement, or project coordination.

• Experience in higher education, academic medicine, healthcare, research administration, clinical research, or a complex service-oriented environment.

• Experience with Concur, procurement card reconciliation, purchasing, expense reporting, vendor coordination, or financial documentation.

• Experience using Smartsheet, SharePoint, Microsoft Teams, Excel, Outlook, Word, PowerPoint, or similar tools to manage processes, documents, workflows, and reporting.

• Experience supporting multiple programs, leaders, or workstreams simultaneously.

• Experience coordinating meetings, trainings, events, registrations, agendas, minutes, follow-up items, or related logistics.

• Experience documenting processes, creating job aids, maintaining dashboards, or supporting operational metrics and reporting.

Conditions of Employment:

• Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

• Ability to work a hybrid schedule as determined by unit needs and campus policy.

• Ability to work standard business hours with occasional early, late, or event-based support as program needs require.

• Ability to complete required university trainings and obtain access to university financial, procurement, document management, and workflow systems as needed.

• Ability to maintain confidentiality and handle sensitive business, personnel, financial, and research-related information appropriately.

Competencies: Knowledge, Skills, and Abilities:

• Ability to communicate effectively, both in writing and orally.

• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

• Outstanding customer service skills and a professional, solutions-oriented approach.

• Strong organization, prioritization, follow-through, and attention to detail.

• Ability to manage multiple priorities, deadlines, systems, and stakeholders with accuracy and accountability.

• Ability to exercise sound judgment, discretion, and personal accountability in handling administrative, financial, and operational matters.

• Ability to learn, document, improve, and train others on business processes and university systems.

• Proficiency with Microsoft Office applications and ability to use workflow tools such as Smartsheet, SharePoint, Teams, and Excel.

• Ability to identify process gaps, recommend improvements, and support efficient cross-program operations.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Sara Steed, sara.steed@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until two (2) weeks from the posting date.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $56,995 to $72,498.

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 may be eligible for overtime compensation, depending on the level.

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.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

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 hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz 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.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine-preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety-sensitive job duties, you must enroll in the occupational health medical surveillance program.