Administrative Assistant III

Who We Are:

Located in downtown Denver, Colorado, the Auraria Campus is home to three institutions of higher education – University of Colorado Denver, Metropolitan State University of Denver, and Community College of Denver – both MSU and CCD are Hispanic Serving Institutions (HSI), and CU Denver is finalizing its HSI and Asian American Native American Pacific Islander (AANAPISI) designations. The Auraria Library serves the campus’ over 35,000 students, the majority of whom are from the first-generation in their family to enroll in higher education. The majority of our students are Black, Indigenous, and/or People of Color, and we also serve large populations of veterans, transfer students, adult learners, and other populations that have been historically underserved. Auraria Library is committed to diversity within its community and welcomes applications from candidates across all dimensions and identities. The library seeks candidates who embrace a multicultural, diverse, and inclusive workplace, and who strive to incorporate those values in their work and interactions. While the University of Colorado Denver is required to perform a background check during the hiring process, as part of the library’s ongoing commitment to increasing equity this information will not exclude you from being considered for this position and we encourage everyone, regardless of their status, to apply.Please see our library values and diversity initiatives .

Job Summary:

This position exists to assure the achievement of the long-and short-term goals of the department by

managing elements of student services within the department, providing general office management,

supporting personnel operations within the department; and providing administrative support services to the department chair and other faculty within the department.

Duties : 

Duty Statement: Office Manager – 50%

Manage day-to-day operation of department.  Represent the Department as first contact when visitors, students, faculty and staff enter the office. Answer main telephone, screen calls, take messages and direct people to the proper department, office and/or personnel. Disseminates information to both faculty and students regarding university and department administrative and academic policies and procedures.  Coordinate room scheduling for Department controlled spaces. Develop, implement and evaluate improvements in office procedures; creation of information systems; develop long range plans for operation improvement to match projected changes in department (e.g., projecting future needs of new/replacement faculty for furniture, equipment, space allocated based on prior years data and experience). Train department personnel in use of various technical computer programs for employees in the performance of office maintenance tasks. General recordkeeping and organization. Liaison to Facilities Management and Information Technology Services when professional assistance is required. Establish/manage access procedures, and maintain access request records and keys.

Duty Statement: Human Resources Liaison – 25% 

Oversee general department operations including payroll and human resource responsibilities.  Hiring coordination of all department part-time faculty, including calculating salary rates, drafting appointment letters, entering appointments in HCM, and posting Lecturer searches on CU Careers.  Use online recruiting tool to administer faculty support. Establish and update personnel files.  Collect and disseminate personnel, payroll, and benefit information. Complete and fill out new hire paperwork to be processed to the appropriate offices for approval. Work with CLAS HR to prepare employment contracts for lecturers, TA’s and student workers, and make sure to receive appropriate signatures. Serve as the payroll liaison to employees as applicable. Ensure timely hiring  and payment along with ensuring that biweekly and student pay is processed in an efficient and timely manner. Investigate and resolve questions or problems associated with HR and payroll issues. Attend HR trainings and webinars to obtain up-to-date information on changes that affect HR and payroll. Communicate with the Chair if HR non-compliance occurs. Communicate with constituents so that they are aware of university, college and department HR policies related to Lecturers, TAs, RAs, GPTIs, Graders, hourly workers, GAs. Maintain and update department personnel files.

Duty Statement: Assist Student Workers – 10%

Assist to Supervise Hourly Office Employees. Create, implement, conceive and approve a working training guide for use in training work study students which incorporates applying University, College, and department policies and procedures. Monitor and track Work Study funding for student employees. Establish procedures to supervise/train/delegate clerical duties to student employee(s). Evaluate the quantity/quality of work and monitor work schedule and approve pay on bi-weekly schedules.

Duty Statement: Purchase & Financing – 15%

Provide central focus of contact between department and financial/accounting, purchasing, budgeting and grants and contracts.  Manage supply inventory and purchase replenishments as necessary. Place special orders as needed and appropriate for events and other departmental activities. Ensure that office equipment is repaired and maintained, and orders office supplies according to the regulations of the state vendors. Provide transactional and recordkeeping support to petty cash custodians. Provide support for travel through use of the Concur travel system (etc…purchasing airline tickets, making hotel accommodations and reimbursing travelers for expenses).  Stay current on procurement policies; comply with all policies and advise department personnel on compliance matters. Provide budget reports to department chair and principle investigators of sponsored projects, retain copies for departmental records, assist chair with budget management which includes total department spending in various categories across all speed types. Provides relevant information to the department administration (Chair and Director) on departmental expenditures to support the decision-making process. Coordinates with Dean’s Office’s contracts and grants staff on grant expenditures, allowable expenses, and help maintain accurate accounting of their project budgets. Provides instructions/guidance to faculty in complying with all University policies and procedures related to credit card transactions. General purchasing for the department and for research projects; utilizing the Finance System, Market place (payment vouchers, PO’s..etc), procurement card and any accompanying software progams. Serve as primary or secondary reallocator of all department procurement cards and distribute monthly transaction reports to cardholders and approving official. Ensures that invoices are handled in an efficient and timely manner. Also ensures that supplies and service requests, and expenditures abide by PSC regulations. Responsible for inquiring any and all questionable or improper charges/transactions when necessary. Assess new and replacement equipment needs based upon anticipated volume of use, potential dollar and personnel resources savings.

Salary & Benefits:

·        Hiring Salary Range: $4,033-$4,840 per month

·        *The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions and/or in recognition of prior and applicable skills, experience, certifications, etc...

·        This position is not eligible for overtime compensation

·        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.

·        Benefits: https://www.cu.edu/employee-services/benefits .

·        Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation

Additional Information:

·        Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx

·        Reference checks are a standard step in our hiring process.  You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview.  We will notify you prior to contacting both on and off-list references.

·        The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

·        The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

• Qualified veterans and surviving spouses may be eligible for veteran’s preference.
• Note: Veterans preference cannot be used in the case of a promotional opportunity.  Please contact Ryan Morgan for any questions at [email protected]
•  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 comparative analysis process, including conduct or content of an examination, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice of elimination from consideration or knowledge of the action you are challenging.  Scores and ranks are NOT appealable.  
• 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, 633 17th Street, Suite 1320, Denver, CO 80202-3604. Fax: 303-866-5038. Phone: 303-866-3300.  The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
• The University of Colorado Denver l Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Minimum Qualifications:

• Three years of experience in an occupational field related to the work assigned to the position.

Substitution

• Appropriate education will substitute for the required experience on a year-for-year basis.

Preferred Qualifications :

• Experience in an academic Library or Higher Education Environment. 
• Experience working in Human Resources. 
• Experience working with human resources information system, such as HCM/PeopleSoft. 
• Experience with procurement functions

Conditions of Employment:

• While performing the duties of this job, the employee is frequently required to sit. 
• Employee is occasionally required to move.
• Tasks may involve using a computer screen continuously for long periods of time
• Ability to type on a keyboard and use a mouse continuously for long periods of time.
• The employee must occasionally lift and/or move up to 20 pounds.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environmental demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.