Administrative Assistant III

Colorado State University, United States

Updated: 29 days ago
Location: Fort Collins, COLORADO
Deadline: 29 Mar 2024

Posting Details
Posting Detail Information


Working Title Administrative Assistant III
Position Location Fort Collins, CO 80523
Work Location Position qualifies for hybrid/in-office work
Type of Position Full-time
Classification Title Admin Assistant III
Posting Number 202400023P
Position Type State Classified
Open Date 03/15/2024
Close Date 03/29/2024
Salary $4,033- $4,436 monthly
Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
  • Review our detailed benefits information here.
  • Explore the additional perks of working at CSU here .
  • For the total value of CSU benefits in addition to wages, use our compensation calculator .
  • Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in !
State Classified Hourly No
Overtime Eligible
Description of Work Unit
The Colorado School of Public Health (ColoradoSPH) is the first and only accredited school of public health in the Rocky Mountain Region, attracting top tier faculty and students from across the country, and providing a vital contribution towards ensuring our region’s health and well-being. Collaboratively formed in 2008 by the University of Colorado, Colorado State University, and the University of Northern Colorado, the Colorado School of Public Health provides training, innovative research and community service to actively address public health issues including chronic disease, access to healthcare, environmental threats, emerging infectious diseases, and costly injuries.
The ColoradoSPH at Colorado State University (CSU) is an approved inter-disciplinary Special Academic Unit (Graduate Program in Public Health) currently offers a Master of Public Health degree in 6 specialty areas, has dual degree options, has 90+ enrolled students, and over 70 faculty appointments across the CSU campus.
Position Summary
This Administrative Assistant III serves as a contributing member of the Graduate Program in Public Health (GPPH), and has critical communication responsibilities with CSU faculty, staff and students, with ColoradoSPH administrators and staff, as well as with community members.
The purpose of this position is to manage all program-related HR processes and to serve as the primary contact for HR-related issues. This includes processing hires with use of the Talent Management System (TMS) and Oracle, providing search support, and processing staff and student terminations and adjustments.
This position serves as a significant support and resource for team members in coordinating meetings and events, including scheduling, space, catering, travel, A/V, registration, confirmation, and other needs. Responsibilities will include creating meeting agendas and collecting supporting documentation, taking meeting minutes, editing meeting minutes, and disseminating meeting minutes.
In support of program systems, this position maintains designated program information and records using filing systems or other information storage systems. Information included in this role pertains to faculty appointments, student practicum and capstone assignments, alumni information, financial records, survey data and others.
As a critical support for program financial tracking, this position is responsible for monitoring and purchasing office supplies, monitoring marketing supplies, and appropriately tracking program-related expenses. This position also independently processes travel reimbursements for program staff, and stays abreast of travel-related policies and procedures.
The Administrative Assistant is a critical resource person for the program and is expected to understand the complex, sensitive nature of situations and be able to explain and apply the appropriate University, School, and program procedures. Although the functions have been separated out into designated areas, the expectation is that the position will be proficient in all areas and will be able to independently balance fluctuating demands on a daily basis. As a critical support for the program as a whole, the person in this position is expected to provide prompt and timely assistance and responses to team members and partners.
The GPPH has a hybrid work model where staff and faculty are expected to be on campus at least two days per week. Staff and faculty are also expected to attend additional meetings, events, campus visits, and other activities in-person as needed.
Minimum Qualifications
To be considered for this position, candidates must demonstrate in the application materials:
  • Three (3) years of general clerical or administrative experience.
Substitutions
The following may substitute for the minimum qualifications of this position:

  • College or University coursework may substitute for up to one year of experience. *Please note, unofficial or official transcripts must be attached with this application
Preferred Qualifications
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related to this position:

  • Excellent written and oral communication skills
  • Strong computer skills including competence in Microsoft Office Suite, particularly Word, Excel and PowerPoint.
  • Ability to take direction and use independent judgment to coordinate various projects and meet multiple deadlines.
  • Strong problem-solving skills.
  • Experience with higher education systems such as Oracle, Talent Management system, Banner and Kuali.
  • Experience preparing reports, creating agendas, taking minutes and preparing minutes for dissemination.
  • Previous experience collecting, tracking and organizing data using tools such as Excel, Qualtrics, or similar.
  • Ability to maintain confidentiality of all information regarding faculty, staff and student records, communications and personnel matters.
  • Ability to interpret complex rules, regulations, policies, procedures, and guidelines and apply them appropriately.
  • Ability and willingness to learn new programs.
  • Previous experience creating fliers or other communications using tools such as Canva or similar tool.
  • Directly related state service experience.

Essential Job Duties


Job Duty Category Administrative and Operations Support
Duty/Responsibility
• Determine and execute accurate actions related to travel authorization and reimbursement for program staff, students and guests
• Determine and execute accurate actions for hiring and assignment changes in human resource systems
o Ensure accurate, complete, and timely processing of paperwork
o Facilitate document signature routing and tracking
o Use problem-solving skills to resolve departmental issues related to employment policies and procedures
• Ensure compliance with University hiring policies and governing regulations in the employment of personnel (ie: verify employment eligibility, proper job classifications, and pay rate)
• Complete all HR transactions using the Talent Management System (TMS) and Oracle (ie: terminations, sabbatical, special leave, etc)
• Coordinate search logistics including communication with applicants, search committee chair and committee members; taking notes at search committee meetings; developing and implementing interview schedules; and coordinating travel for finalists as needed
• Document and maintain HR procedures manual for program
• Manage purchasing and inventory of office and marketing supplies
• Develop and execute assigned sub-projects that have a heavy administrative, logistical, communications, technology, or data tracking nature
• Develop implement policy and procedural changes to improve operations of the office
• Coordinate administrative committees and meetings, including: scheduling meeting dates; communicating meeting invitations and reminders; developing and distributing agendas and relevant meeting materials; documenting and disseminating minutes
• Develop and maintain appropriate program file systems
• Maintain program information and records within multiple electronic databases
• Develop and maintain procedures manual for position and the Program
• Greet and assist guests who come to office
• Prepare reports as requested
• Manage program Qualtrics data, including survey creation, data collection, and distribution of results
• Maintain databases tracking MPH student practicum and capstone information, and support practicum and capstone faculty as requested
• Additional financial responsibilities include processing reimbursements, Procurement Card record keeping, setting up vendors and purchase orders, and appropriately tracking program expenses
• Serve as Building Proctor, placing work, maintenance, and upgrade requests as needed to maintain facility
• Provide prompt and timely support and responses to program team members and partners
• Perform a variety of administrative support functions including, but not limited to, copying, scanning, and mailing
Percentage Of Time 50
Job Duty Category Communications and Events
Duty/Responsibility
• Manage, coordinate and facilitate logistics for seminars, workshops, conferences, prospective student visit days and other special events, including:
o develop itineraries for speaker travel;
o develop fliers using tooks like Canva or others for events tailored to different audiences;
o determine appropriate space, catering and IT/AV needs;
o develop and monitor event registration;
o process vendor contracts;
o manage room set-up and tear-down;
o organize necessary materials such as programs and agendas
• Maintain program calendar for event tracking
• Manage program website edits, including uploading documents, revising existing web pages and sections, creating new web pages and sections, and serving as the program’s liaison with CSU Web Services
Percentage Of Time 25
Job Duty Category Student Affairs
Duty/Responsibility
• Determine and execute accurate actions for hiring GRA/GTA/GSA, non-student hourly and hourly student employees
• Support staff in appropriately maintaining student academic records and files
• Independently collect alumni information at the end of each semester and enter information into alumni database; serve as liaison with the CSU Alumni office
• Coordinate prospective student visits and create itineraries tailored to the individual’s interests
• With instruction of the colleagues and administration, process communications to new and continuing students
• Independently collect student Diversity Scholarship applications and independently initiate the scholarship review process.
Percentage Of Time 15
Job Duty Category Academic/Faculty Affairs
Duty/Responsibility
• Determine and execute accurate actions for hiring temporary instructors
• Maintain master database of faculty records including appointment and promotion information
• Independently submit textbook orders for program courses
• Independently collect syllabi for approved CSU ColoradoSPH courses and submit to ColoradoSPH for record keeping
• Independently download practicum and capstone assignments from Canvas to our file system each semester
• Manage the recording and distribution of practicum and capstone student and preceptor evaluations in Qualtrics
• Independently send out designated practicum/capstone communications and reminders to faculty/students at specified intervals
• Independently enter instructors into the Banner/SCAIT system each semester
• Provide administrative assistance with Capstone and Practicum courses in Canvas
• Collect and track Faculty Seed Grant evaluation reports
• Manage Faculty Seed Grant award reviews and disbursements
• Assist with annual GRA faculty proposal submissions and reviews
• Monitor and process 3-year faculty reviews for program Director and Executive Committee
• Collect account information for the processing and distribution of faculty and department returns
• Independently collect GRA faculty proposal submissions and independently initiate the proposal review process
• Independently conduct yearly audit of courses and faculty listed across various databases, and report findings and discrepancies to appropriate team member or leadership.
Percentage Of Time 10

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)
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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