Office of Clinical Trials (OCT) Coordinator

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: