Assistant to the Department Chair - Ethnic Studies (.75 FTE)

Updated: 5 months ago
Location: Fort Collins, COLORADO
Deadline: 27 Dec 2021

Posting Details
Working Title Assistant to the Department Chair - Ethnic Studies (.75 FTE)
Position Location Fort Collins, CO 80523
Classification Title Admin Assistant III
Posting Number 202100418P
Position Type State Classified
Open Date 12/09/2021
Close Date 12/27/2021
Salary $2,754 - $3,333 monthly + FULL BENEFIT OFFERINGS
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 Ethnic Studies Department critically examines the interlocking forces of domination that are rooted in socially constructed categories of gender, sexuality, class, race and ethnicity. Our faculty and researchers are committed to theoretical, empirical, qualitative, textual, and community‐based research, pedagogy, service, and outreach. Utilizing interdisciplinary, international, and comparative approaches, we challenge paradigms that systematically marginalize the experiences of diverse populations. In doing so, we bring to bear issues of power, privilege, and social justice pertinent to aggrieved groups in the United States and abroad. We are especially committed to nurturing civic‐minded and culturally informed students who strive to strengthen the communities in which they reside. In support of the land‐ grant mission of Colorado State University, the Department engages with communities on and off campus in order to effect meaningful change in public policy and social life.
Position Summary
Reporting to the department chair, this position is responsible for administrative, faculty, chair, and academic support. It exists to understand and support department, college, and university guidelines and procedures; to implement best office practices, and to serve as a liaison to several stakeholders external to the department including the CLA Dean’s Office and the CLA Academic Support Center. This position is also responsible for hiring, training, and supervising student and work-study staff.
This position works 30 hours/week (.75 FTE) with hours falling between 7:45 a.m. and 4:45 p.m.
The Colorado Partnership for Quality Jobs and Services Act requires state employers to consider the duties and responsibilities of positions employed within the State Personnel System to determine whether the employee holding the position is a “covered employee.” At this time, this position is COVERED based on the responsibilities and role within the university.
Minimum Qualifications
  • Three years of general clerical experience 
Substitutions
  • Appropriate education in a Liberal Arts degree program will substitute for two years of the required experience.

Note to Applicants: For HR to verify the area of study and apply the substitution, unofficial transcripts must be attached to your application under Optional Documents.  
Preferred Qualifications
Experience: 
  • One year working in a college setting 
  • Experience working with undergraduate and graduate student populations 
  • Demonstrated experience serving in a forward-facing, customer service role
  • Background in event planning

 
Knowledge, Skills, and Abilities 
  • Exceptional clear and concise communication skills (verbal/written) and ability to engage with diverse students, faculty, and staff
  • Advanced calendaring skills 
  • Supervisory abilities and experience 
  • Ability to anticipate needs and act proactively
  • Knowledge of and ability to use information technology systems within the university setting, specific systems include HRIS, Applicant Tracking Systems, Financial Database Systems, Student Course/Scheduling software, etc.
  • Strong active listening skills
  • Ability to analyze policies, programs, and initiatives to make recommendations for improvement 
  • Demonstrated proficiency with MS Office (Word, Outlook, Excel)
  • Skills and experience managing competing deadlines and tasks
  • Ability to learn new software and programs 
  • Attention to detail and organizational skills
  • Ability to build strong working relationships
  • Commitment to supporting student success and diversity and inclusion initiatives. 


Essential Job Duties


Job Duty Category Administrative Support
Duty/Responsibility
·       Initial point of contact for most department inquiries 
·       Manage day to day operations of the front office 
·       Liaison with depts within CLA and University 
·       Create/maintain desk manual for main office desk ensuring 
·       Admin dept/college/university policies and procedures are current, that job duties are specific, information is clear and easily understood, and important dates and information are readily available.
·       Monitor copier usage, instruct personnel on copier use, set up copier codes, submit usage reports, and process monthly payments to vendor 
·       Oversee mail process, including collection from Central Receiving, distribution to faculty boxes, and sending departmental correspondence and packages 
·       Prepare faculty-facing listing with classes and office hours 
·       Distribute and collect office keys 
·       Order RAMcards and business cards for incoming faculty and staff 
·        Oversees supply and equipment inventories, including coordinating laptop check-outs and purchasing office supplies; coordinates repairs; make recommendations to purchase, as funds are available, laptops, projectors and etc. 
·       Manage and update bulletin boards and television monitor near Department office 
·       Coordinates surplus of extra furniture and office equipment 
·       Schedule conference room and green room reservations 
·       Maintain listservs 
·       Contact person for with CSU Telecommunications; process telecommunications work orders and trouble tickets
Percentage Of Time 40
Job Duty Category Scheduling
Duty/Responsibility
·       Assist chair and language schedulers with course scheduling, which might include putting the courses into the Course Planning Interface and assisting with changes to classroom assignments 
·       Enter Banner information to assure department receives correct SCH credit Cancel classes with CLA approval in coordination with Room Scheduling and Department Chair; communicate canceled classes to students 
·       Investigate and responds to problems related to registration with Departmental courses 
·       Departmental authorization to pick up/deliver grade changes and other confidential documents to the Registrar 
·       Review classrooms and times with faculty and chair 
·       Track compliance with CLA mandated section numbers 
·       Analyze scheduling recommendations for ETST and WS’s secondary majors and minors, as well as clubs and ETST and WS events 
·       Submit requested changes through Room Scheduling during ‘open periods.’ Requires knowledge of schedule build process (Campus Planning Interface – CPI). 
·       Reconcile discrepancies (location, time and date issues) and coordinate changes with Room Scheduling. 
·       Post class schedule and faculty assignments through Ariesweb, in the department, relay information to faculty and to the Assistant to the Chair.
Percentage Of Time 15
Job Duty Category Supervisory
Duty/Responsibility
·       Hire student hourlies for the ETST and WS computer lab; supervises the computer lab employees 
·       Hire, train, and supervise front office student work, including approving time Summarize student workers’ pay for Tech Fee accounting
Percentage Of Time 5
Job Duty Category Chair and Faculty Support
Duty/Responsibility
·       Point of contact for faculty questions and concerns 
·       Make recommendations regarding use of tech fee money 
·       Gather all syllabi from faculty at the beginning of the semester and archive them Contact room scheduling for reservations for new and/or changes to classroom assignments or event locations 
·       Communicate with HR/FIN professionals on all department budget and personnel needs. 
·       Support department events by, if appropriate, reservations, catering, agendas, etc., including annual awards 
·       Act as intermediary for facility issues (leaks, pests, minor repairs, etc.) 
·       Support faculty committee that distributes scholarships and awards 
·       Coordinate computer upgrades for the department 
·       Support faculty searches utilizing TMS, plan travel, develop itineraries, schedule meals, etc. 
·       Manage chair’s schedule, if appropriate 
·       Monitor faculty Professional Development funds usage; prepare reports for Department Chair as necessary 
·       Initiate travel requests, including creation of TEM profiles, travel authorizations, motor pool arrangements; coordinate with Finance person regarding travel, and organize travel for colloquiums, guests, and faculty. 
·       Order faculty regalia for commencement 
·       Assign faculty offices in consultation with Chair
Percentage Of Time 20
Job Duty Category Academic Support
Duty/Responsibility
·       Work with ETST and WS Club advisors to organize memberships and plan events. 
·       Answer student questions and refer inquiries to proper resources 
·       Process University required forms for the Registrar’s office for major/minor changes 
·       Recommends the chair’s intervention in issues and concerns of students. 
·       Processes paperwork for students, works with students to understand the program requirements. 
·       Functions as resource and contact person for all programs. 
·       Answers questions regarding ETST and WS minor support
·       Utilizing ARIES, OARS, RamSelect, and other systems, gather data for graduation and other reports needed to ensure compliance with department/college/university guidelines 
·       Archive grade rolls 
·       Process incomplete grade agreements, including communication to faculty/student, reminder of approaching deadlines, maintain records until appropriate
Percentage Of Time 20

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 human.resources@colostate.edu , 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 hr_service_center@mail.colostate.edu 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, titleix@colostate.edu .
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, oeo@colostate.edu .
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, oeo@colostate.edu .
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. 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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