Skip to content

Policy and Documentation Coordinator

Requisition Number:

57759

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

21-Jul-2024

Date Posted:

08-Jul-2024

Job Summary

The Policy and Documentation Coordinator position is responsible for supervising the development, implementation, and maintenance of policies and procedures related to sponsored projects within the Office of Contracts and Grants and the Research & Innovation Office (RIO). This position manages the creation, organization, and dissemination of documentation within OCG and to campus, across multiple platforms, in collaboration with other OCG staff. The position provides administrative and project management support for OCG and RIO projects related to policy and process documentation. This position reports to the Associate Director of Organizational Effectiveness in OCG.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The mission of the Office of Contracts and Grants (“OCG”) is to, throughout the lifecycle of an award, partner with the University of Colorado Boulder (“University”) faculty including Principal Investigators (“PIs”), staff including Department Research Administrators (“DRAs”), and students to obtain and manage external support for sponsored activities through our specialized regulatory and organizational expertise. OCG is committed to protecting the University’s interests by reviewing and approving the submission of sponsored project proposals; negotiating contract and grant awards; monitoring the implementation and administration of sponsored projects; initiating and implementing policies and procedures; providing training to PIs and DRAs; and serving as the University’s liaison with Sponsors and regulatory agencies. 

OCG commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from candidates whose knowledge, skills, and abilities demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

What Your Key Responsibilities Will Be

  • Develop and maintain organizational policies and procedures in alignment with industry standards, legal requirements, government regulations, sponsor compliance requirements, and university objectives in coordination with OCG’s leadership and subject matter experts.
  • Collaborate with OCG leadership, subject matter experts and key partners to identify policy, procedures and documentation needs, gaps, and areas for improvement.
  • Monitor and conduct research and analysis to ensure policies are current, effective, and follow regulations, including but not limited to State of Colorado, University of Colorado, 2 CFR 200, Federal Acquisition Regulations, and sponsor-specific proposal and award requirements.
  • Coordinate the review and approval process for new and revised policies and procedures, including obtaining input from relevant partners and leadership.
  • Develop, implement, and maintain systems for tracking policy changes and ensuring documentation is up to date.
  • Collaborate with Senior Leadership on the coordination of reviewing updated sponsor regulations and guidance.
  • Work with the Associate Director of Organizational Effectiveness and with the Senior Manager of Training for communication of new policies and procedures and any related training needs, including website updates.
  • Maintain OCG’s centralized repository and business processes for all organizational documentation, including policies and procedures, forms, knowledge management systems, and infoEd attachment conventions.
  • Along with the Director, communicate with campus departments on policy and process initiatives.
  • Establish and enforce document control procedures in OCG and RIO to ensure consistency, accuracy, and accessibility of information.
  • Provide project management support for OCG projects, which may include scheduling meetings, developing agendas, taking notes, and tracking progress.
  • Support campus outreach, including monthly meetings led by central offices for campus research administrators, by helping produce agendas and disseminate and store information shared during those meetings for reference and documentation.

What You Should Know

This position offers the option of either a hybrid format (virtual and in-person support) or fully remote work based on the selected candidate's needs.

What We Can Offer

  • The salary range for this position is $60,000 - $70,000 annually.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be challenged. Be excited. Be Boulder.

What We Require

  • Bachelor's degree and one year of research administration and lifecycle of awards experience, or an equivalent combination of education and experience.

What You Will Need

  • Acute attention to detail and strong analytical skills with the ability to research, interpret, and apply complex regulations and requirements.
  • Demonstrated technical writing skills.
  • Excellent written and verbal communication skills, with the ability to effectively convey information to diverse audiences.
  • Exceptional organizational and time management abilities.
  • Ability to work independently, prioritize tasks, and meet timelines in a fast-paced environment.
  • Strong interpersonal skills and the ability to collaborate effectively with cross-functional teams.
  • Commitment to maintaining confidentiality and upholding ethical standards in policy development and documentation management.
  • Proficiency in Microsoft Office Suite, including Teams and SharePoint, and document management software.

What We Would Like You to Have

  • 1+ years experience as a research administrator.
  • Experience in policy development, documentation management, or related areas, preferably in a regulated industry.
  • Experience with document editing, layout, versioning and sharing, including software programs commonly used such as SharePoint, Microsoft Office Suite, Adobe applications or other document management software.
  • Experience with website editing and management.

Special Instructions

To apply, please submit the following materials: 

1. A current resume. 

2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position. 

We may request references at a later time.

Please apply by July 21, 2024, for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu