Colorado Anschutz
Business Services Coordinator
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: 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: 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: 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: 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: 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
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: 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: 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: 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: 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: 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