Office of Clinical Trials (OCT) Coordinator

cu; Colorado; Hybrid; AUD 81,000 - 103,000; Full time

Benefits offered by this job

Tuition benefit

Paid time off

Hybrid work schedule

Job summary

University of Colorado Anschutz is seeking an Office of Clinical Trials (OCT) Coordinator to provide centralized administrative, financial, and programmatic support for OCT initiatives, including CRAO, CReST, Recruitment, and Workforce Development. The role includes procurement, expense reconciliation, billing documentation, reporting, and coordinating meetings and projects.

The position emphasizes operational continuity, collaboration with OCT leadership, and scalable administrative

Qualifications

• Bachelor’s degree in a related field from an accredited institution.
• 1 year of professional experience in business operations, administrative coordination, or related work.
• Experience with procurement, budget, and program support is preferred.

Responsibilities

• Provide day-to-day business and administrative support for OCT programs.
• Coordinate procurement, office supplies, vendor setup, software renewals, and purchasing requests.
• Prepare and reconcile Concur expense reports and related billing records.
• Support OCT programs with meeting and event organization, agenda prep, and minutes.
• Support billing activities for Recruitment Program and CReST.
• Provide administrative support for Workforce Development programs and events.
• Develop and maintain SOPs, job aids, and process documents.

Skills

Communication skills

Organizational skills

Customer service

Multitasking

Discretion and confidentiality

Process documentation

Training and onboarding

MS Office proficiency

Education

Bachelor’s degree or equivalent

Tools

Smartsheet

SharePoint

Microsoft Teams

Excel

Job description

University of Colorado Anschutz

Department: Dean’s Office

Job Title: Office of Clinical Trials (OCT) Coordinator

Position #: 00851299– Requisition #: 40644

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 haveAMAZINGbenefits and offerexceptional 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.

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.

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

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.