Office Manager

Colorado State University, United States

Updated: over 1 year ago
Location: Fort Collins, COLORADO
Deadline: 10 Oct 2022

Posting Details
Posting Detail Information


Working Title Office Manager
Position Location Fort Collins, CO 80523
Does this position qualify for hybrid or remote work? No
Classification Title Program Assistant I
Posting Number 202200485P
Position Type State Classified
Open Date 09/26/2022
Close Date 10/10/2022
Salary $4,174 - $4,583 Monthly + Full Benefits
Employee Benefits
Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
Full/Part Time Full-time
State Classified Hourly No
Overtime Eligible
Description of Work Unit
The Women and Gender Advocacy Center provides programs and resources focusing on all genders, social justice, and interpersonal violence prevention. Additionally, the WGAC provides advocacy and support for victims of sexual violence, stalking, sexual harassment, relationship violence, and adult survivors of sexual assault. Our purpose is to provide a safe and affirming space for the students we serve at Colorado State University, while supporting systemic change to end all forms of oppression within our community.
The WGAC reports to the Office of Inclusive Excellence.
Position Summary
The Office Manager in the Women and Gender Advocacy Center (WGAC) is a full-time, 12-month position reporting to the Director. The Office Manager has an integral role on the Leadership Team, contributing to the leadership and vision for daily operations and management of both WGAC physical locations on campus. This represents WGAC in Student Diversity Programs and Services (SDPS) cluster-wide projects and manages combined budgets of $30,000.
This position is largely responsible for the office and financial operations of the center, insuring that the office is stocked and presentable for guests/clients in our 2 locations on campus.
This position provides leadership for recruiting, selection, training, supervising, evaluation, and payroll functions for student positions in the office both paid and volunteer.
This position oversees and is responsible for all aspects of body image programming, the annual Feminist Thought and Activism Conference.
The Office Manager is also responsible for providing Confidential Victim Advocacy pursuant to C.R.S. § 13-90-107(k)(I)(II) as needed for cases.
Minimum Qualifications
To qualify for this position, candidates must demonstrate:
  • Four full-time years of general clerical experience which includes one or more year of experience supervising students or other employees.
Substitutions
College, university or non-correspondence course work in higher education, social work, counseling or related field of study can substitute on a year-for- year basis for the general clerical experience but not for the supervisory experience. *Please note, to qualify for this substitution, a transcript (official or unofficial) must be attached to the application.
Preferred Qualifications
Highly sought applicants will have many of the following: 
  • Prefer a Master’s degree in higher education, social work, counseling or related field of study
  • Computing skills such as Microsoft Office Suites, Kuali, web navigation, and internet applications.
  • Experience working with a complex budget and account reconciliation.
  • Evidence of strong organizational skills, attention to detail, and the ability to complete multiple tasks in a busy environment
  • Experience working with Colorado State University systems and processes
  • Experience working with survivors of interpersonal violence.
  • Experience with project or program management
  • Demonstrated direct experience and understanding working with and supporting diverse populations (i.e. race, ethnicity, gender, sexual orientation, class, religion, etc)
  • Ability to establish and maintain effective collaborative relationships with campus departments

Essential Job Duties


Job Duty Category Supervision & Personnel Management
Duty/Responsibility
  • Responsible for recruiting, selection, training, supervising, evaluation, and payroll functions for:
    • 15 student aides who work an average of 15 hours per week
    • 2 senior student managers who work an average of 15 hours per week


• 2-4 student media team members who work an average of 15 hours per week
• 1-3 non-student hourly desk staff who work an average of 15 hours per week
• 3-5 campus-wide liaisons
• 4 senators representing WGAC to ASCSU
  • Responsible for creating a comprehensive orientation and training program, coaching and mentoring students based on their roles/responsibilities related to WGAC, retention and recognition efforts for WGAC student staff
  • Serve as WGAC representative for the Student Diversity Programs and Services cluster all-student staff training program planning
  • Responsible for managing and scheduling reception desk coverage, including operation of hotline phone coverage during regular business hours.
  • Develop and conduct weekly staff meetings that include topics such as: trainings on policies, procedures, inclusivity and identity, leadership, professional development, customer service, social justice, staff recognition, etc.
  • Serve as a mentor and role model to student and non-student hourly staff in relation to performance expectations, professional development, and student staff development/leadership
  • Delegates work assignments and projects to three Administrative Assistants III’s, two of which work in the area of assignments and operations.
Percentage Of Time 30
Job Duty Category Facilitation & Training
Duty/Responsibility
  • Coordinate office participation in program-related events both on and off campus.
  • Manages End of Year awards for the department, including coordinating with staff members to determine needs, communicating initiatives, managing information and recommendations, and overall recognition event implementation.
  • Plan, execute, assess, and provide close oversight for annual Feminist Thought and Activism Conference that hosts 150-300 participants:
    • Lead planning committee
    • Create/approve all themes and marketing; manage graphic designers
  • Manage conference budget ($25K)
    • Collaborate with LSC Ram Events on contracts for Keynote speakers
    • Coordinate all day-of details with appropriate vendors, including catering, promotional materials, schedule for sessions, room reservations, troubleshooting and problem solving
  • Provides support for the Office of Inclusive Excellence and other campus-wide projects through committee and special activities, including but not limited to LEAD, Summits, BBQ/Socials
  • Responsible for WGAC virtual communication management:
    • Creation, coordination and execution of WGAC newsletter (Plan content, arrange contributors/presenters, and finalize logistics)
    • Management of website including keeping content current and accurate
    • Management of social media accounts and troubleshooting technical issues
    • Managing student staff submissions to social media
    • Assist with the development of content for social media accounts and podcast episodes
  • Serves as an ad-hoc member of the programming team as the representative for all non-IPV programming in WGAC (FTAC, Book and Video Resource Library, SDPS collaborations)
  • Develop and maintain collaborative, supportive, and professional relationships within the Department, Division, and University
Percentage Of Time 10
Job Duty Category Administrative/Office Management
Duty/Responsibility
  • Responsible for taking detailed meeting minutes and uploading for staff access.
  • Coordinates department supply orders including researching and contacting vendors, negotiating and procuring quotes, generating purchase orders, and working with CSU purchasing agents
  • Oversee the maintenance of copiers, scanners, computers, faxes, phones and other equipment within the department
  • Serve as department liaison and resource for human resources; including facilitating hiring for all new employees (student and full-time)
  • Review, update and develop office policies and procedures.
  • Facilitate office assessments to identify and report on areas of continuous improvement and opportunities for development.
  • Scheduling meetings, meeting notifications, including room reservations for office operations.
  • Manages department listservs, including membership management, new listserv creation, technical troubleshooting, and providing listserv usage training/best practices for others.
  • Processing and creating documents for analysis of trends, customer satisfaction or other organizational assessments to assist Leadership Team members with organizational business decisions.
  • Remains current about University policies, protocols and procedures related (but not limited to): leave management systems, student staff payroll, The Lory Student Center, etc.
  • Serves on department search committees as member and/or administrative support, as requested.
  • Other duties as assigned
Percentage Of Time 25
Job Duty Category Victim Advocacy
Duty/Responsibility
  • Successfully complete the 40 hour Victim Assistance Team training (requires night/weekend hours during Fall semester)
  • Provide confidential in person and distance advocacy for survivors of sexual assault, interpersonal violence, stalking, relationship violence, and adult survivors of child sexual abuse. This will be in emergency moments when dedicated advocacy staff are unavailable.
  • Understand campus resources, policies and procedures, and serve as a reliable and accurate source of information to current and prospective students
Percentage Of Time 5
Job Duty Category Leadership
Duty/Responsibility
  • Serves on Center’s Leadership team 
  • Makes operational and fiscal decisions regarding oversight for two physical WGAC campus locations including equipment, services subscriptions, policies, crisis intervention, safety and response protocols 
  • In the absence of the director, makes decisions on behalf of the daily operations of two WGAC physical locations 
  • Provides leadership and vision for supervising/training student staff.
  • Provides leadership and vision for two physical locations, troubleshoots and solves issues that could jeopardize confidentiality pursuant to C.R.S. § 13-90-107(k)(I)(II) 
  • Provides leadership. Fiscal decisions, and vision for all non-IPV programming such as Feminist Thought and Activism Conference ($25k) and Resource Library ($2k). 
  • Assist with assessment and strategic planning for WGAC 
  • Primary representative for WGAC representation in Collaborations with Student Diversity Programs and Services including SDPS student staff training 
  • Serves as the primary contact for SDPS Financial and Administrative Assistant to ensure they have what they need to manage financial transactions for WGAC. 
  • Stay current in Higher Education, Residential Education, DSJI, etc. through readings, trainings, workshops, and conferences
  • Serve as department liaison and resource for human resources: compensation/payroll functions; employee leave reporting, facilitate Workers’ Compensation and disability related details and compliance; FMLA administration and referrals to University HR/OEO; verify employment eligibility; Talent Management System (TMS) processes – function as an applicant manager and initiator, assist with hiring and on-boarding paperwork and access to university systems (EID, I-9, Aries, etc.) 
Percentage Of Time 10
Job Duty Category Financial/Business
Duty/Responsibility
  • Responsible for annual budget development, management, and expenditure decisions for combined areas related to personnel management, programing and services: $60- 80K  
  • Serve as secondary (back-up) processor of budgetary and administrative transactions in the absence of the SDPS Financial and Administrative Assistant  
  • Create financial documents in Kuali, reallocate and maintain records on PCARD transactions for WGAC staff 
  • Understand and follow university rules, regulations, policies and guidelines when committing department resources. 
  • Initiate and process travel documents in the TEM program in Kuali adhering to established CSU and HDS guidelines and best practices for travel management and reimbursement. 
  • Provide back-up assistance for overseeing Supplemental Pay form processing. 
  • Serve as the department liaison for cell phone management using the on-line portal to place orders, change plans, and run reports. 
  • Follow and support established financial processes, procedures and reports that comply with University and state policies and procedures to ensure sound fiscal management for the department 
  • Process deposits and payments, to and from event clients, campus partners, and service providers and maintain a central spreadsheet to determine total revenue distribution 
  • Reconcile all account revenues and expenses for four departmental accounts  
  • Review and advise on vendor and service provider contracts and purchases 
  • Perform Year-End Financial reporting, reconciliation and/or reallocation. 
  • Kuali financial document initiator and process accounts payable and accounts receivable items 
  • Serve department fiscal officer role, responsible for financial duties of the department including budget management, procurement, expense reports, and travel processes.
Percentage Of Time 20

Application Details


Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application.  Human Resources must be able to evaluate your experience based on this information.
  •  Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent. 
  • The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met.  The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.


 
INCOMPLETE APPLICATIONS
  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
  •  An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
  • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
  • Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

 RESUMES
  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position.  This process occurs after an application has passed the minimum qualifications screening.  

Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials. 
  • Please see the Required Documents section of the posting.

 
NOTES
  • Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.
  • The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from [email protected] , OR the Employment Consultant facilitating the search process.  In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

 
Equity, Diversity, and Inclusion at Colorado State University
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. 
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947).
 
DEPARTMENT CONTACT INFORMATION
  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).

 
Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Special Requirements/Other - 45 hour training for Victims Assistance Team
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.
Employment and Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb .
A standard appeal form is available at: www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

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