Business Services Coordinator

Job Summary:

The Colorado Area Health Education Center (AHEC) is seeking a detail-oriented and proactive Business Services Coordinator to provide vital support in finance, administration, and event and program logistics. This position plays a key role in ensuring the smooth operation of statewide AHEC initiatives that support healthcare workforce development, education, and outreach in rural and underserved communities.

Key Responsibilities:

Financial Support (40%):

• Assists in developing, forecasting, analyzing, and reporting on budgets for Colorado AHEC programs, events, SpeedTypes, and gifts.
• Tracks and monitors budgets for all Colorado AHEC supplies, programs, projects, travel, and events; assists with resolving budget-related issues as they arise.
• Maintains accurate budget and expenditure records in accordance with university standards and assists with financial audits.
• Independently determines appropriate account allocations for expenditures to ensure compliance with university policies and regulations.
• Performs procurement functions for the department, including processing purchase orders, Marketplace orders, and PCard transactions.
• Utilizes PCard and Marketplace systems to complete purchases, maintains appropriate backup documentation (e.g., receipts, emails, contracts), and ensures timely receiving and reconciliation of goods and services.
• Communicates with vendors to obtain quotes, collect documentation, and ensure proper setup in university systems.
• Ensures all purchasing and procurement activities are conducted in accordance with university and grant policies.
• Processes invoices, reimbursements, and payments for Colorado AHEC, including housing reimbursements for student found housing and housing or grant-related payments to regional centers.
• Initiates and tracks payment processes in Concur and Marketplace, following up with PSC and other stakeholders as necessary to ensure timely processing.

• Manages and maintains documentation for honoraria, ensuring appropriate information is collected and submitted for timely payment.

• Assists AHEC staff with travel planning, including submitting travel requests, preparing itineraries, and processing post-travel expense reimbursements.

• Reconciles departmental accounts and collaborates with the central finance office to resolve discrepancies.

• Supports financial operations such as billing, cash handling, deposits, accounts payable, and account management.

• Tracks incoming payments and follows up with payers as needed.

• Maintains knowledge of and ensures adherence to all applicable University of Colorado policies and procedures related to financial and administrative operations.

• Completes required training to stay current on university systems, processes, and compliance standards.

• Upholds confidentiality and proper stewardship of university and grant funds.

Operational Support (30%):

• Supports data entry and reporting tasks during peak seasons, including Annual Performance Report (APR) keying.
• Performs regular data maintenance in Salesforce, including file cleanup, quality checks, data validation, and routine entry to ensure accuracy and completeness (e.g., populating fields, tracking attendance).
• Provides comprehensive day-to-day administrative support to the Colorado AHEC (COAHEC) team, including scheduling, correspondence, document management, and office coordination.
• Coordinates and schedules meetings for COAHEC leadership and staff, including in-person, remote, and hybrid formats; supports meeting setup and logistics.
• Maintains calendars, particularly for the Director, and supports meeting preparation as needed.
• Organizes and manages electronic files using established naming conventions to ensure consistency and ease of access.
• Prepares and updates COAHEC reports, ensuring data integrity and quality control.
• Organizes, uploads, and validates data for internal use and external reporting.
• Maintains databases related to program activities, staff, and external partners.
• Responds to data and information requests from internal departments and external partners.
• Monitors and responds to inquiries from shared office email inboxes (e.g., Housing, CADAVERS, HOPE, NEAR), ensuring timely and appropriate responses or referrals.
• Drafts and sends outreach correspondence (e.g., letters, emails) to students, employees, and external parties under the guidance of COAHEC staff.
• Handles and safeguards correspondence containing sensitive or confidential student and employee information with discretion and professionalism.
• Handles sensitive and confidential matters involving students, employees, and program operations with professionalism, discretion, and awareness of COAHEC and university protocols and privacy standards.
• Assists with contract and grant management by maintaining compliance documentation and tracking deliverables.
• Participates in task forces and committees as assigned and contributes ideas for operational improvements through the lens of their role.
• Identifies opportunities for increased efficiency in administrative and financial processes and communicates recommendations to relevant team members.

Student Housing, Program, and Event Support (25%)

• Assists with logistics coordination for COAHEC-hosted meetings, workshops, and conferences, including venue reservations, catering, materials preparation, and technology setup.

• Supports program and event implementation, including setup, takedown, and on-site troubleshooting.

• Assists with event registration, participant tracking, and post-event evaluations to ensure quality experiences and data collection.

• Represents COAHEC at events by managing booths, greeting attendees, and moderating speakers or sessions.

• Provides planning and logistical support for signature COAHEC events such as the NEAR Conference, National Western Stock Show, Community Health Screens, Site Visits, Block Party, Mini Med, and Advisor's Day.

• Supports educational and outreach programs including CADAVERS, HOPE, and the HOPE Institute, including tasks such as coordinating schedules, contacting participating schools, and sending reminders.
• Assists with the coordination and facilitation of training sessions related to COAHEC programs and initiatives.
• Supports communication and coordination with regional AHEC centers, academic institutions, and community stakeholders to ensure effective collaboration and participation in programs and events.
• Assists with compiling program data and preparing materials for internal and external reporting.
• Maintains and updates quarterly housing payment records in Salesforce.
• Assists with the coordination of the CADAVERS program by scheduling student sessions, communicating with participating schools, distributing registration reports, and responding to logistical inquiries (e.g., parking, location details).
• Provides administrative support for the HOPE Program and Institute, including scheduling sessions, coordinating outreach, organizing required materials, and supporting logistics for the culminating conference day.
• Assists with outreach efforts to Title I schools, including identifying and updating contact information.

Human Resources (5%):

• Assists with recruitment and hiring processes, including scheduling interviews, preparing offer letters, and supporting related documentation.
• Supports onboarding activities by coordinating office setup, compiling required materials, and ensuring completion of new hire documentation.
• Provides administrative support for HR functions under the direction of the Business Services Manager, including payroll assistance, leave tracking, and position management in the Human Capital Management (HCM) system.
• Assists in preparing standard communication materials related to recruitment and hiring, such as interview schedules and candidate evaluation tools

Work Location:

Hybrid - this role is eligible for a hybrid schedule of 3 days per week on campus and as needed for in-person meetings.

Work Environment:

This position is based in a standard office environment.

Why Join Us:

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: 10/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 from an accredited institution in business, finance, accounting, public administration, or a closely related field.

• One year of experience in business operations, financial support, or administrative functions.

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

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Experience managing and organizing digital files using Microsoft platforms, including SharePoint, Teams, OneDrive, and Outlook.
• Experience/Proficiency in creating and maintaining professional documents, financial reports, spreadsheets, and basic databases.
• Previous experience working in higher education, healthcare, or within a grant-funded organization or program.
• Familiarity with University of Colorado administrative systems such as CU Marketplace, Concur, and PeopleSoft (HCM/Finance).
• Experience supporting logistics for events, trainings, or educational programs.
• Knowledge of data management best practices and experience ensuring data integrity in administrative systems.

Knowledge, Skills and Abilities:

• Proficiency in Microsoft Office Suite (including Excel, Word, and Outlook) and familiarity with financial or administrative systems
• Excellent written and verbal communication skills, with the ability to convey information clearly and professionally.
• Demonstrated ability to build and maintain effective working relationships across all levels of an organization.
• Strong interpersonal and customer service skills, with a professional and responsive approach to internal and external stakeholders.
• Exceptional attention to detail and accuracy, particularly in preparing reports, processing payments, and maintaining database records.
• Proven organizational skills with the ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Strong problem-solving skills and the ability to adapt to changing priorities in a fast-paced environment.

Conditions of Employment:

• Occasional overnight in-state travel may be required to support regional AHEC activities or events.
• Occasional evenings or weekends may be required to support activities or events.
• Lifting requirement of 30 lbs.

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: Catherine Senior, catherine.senior@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by July 30, 2025. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as HIRING RANGE ($55,975 - $71,200)

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 Medical Campus 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.