Executive Assistant to the Chair

Updated: about 1 month ago
Location: Fort Collins, COLORADO
Deadline: 28 Jun 2021

Posting Details


Working Title Executive Assistant to the Chair
Position Location Fort Collins, CO 80523
Classification Title Office Manager I
Posting Number 202100149P
Position Type State Classified
Open Date 06/14/2021
Close Date 06/28/2021
Salary $4,242-$5,137/month + 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/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf .

Full/Part Time Full-time
State Classified Hourly No
Overtime Eligible
Description of Work Unit

The main office of the Department of Biology exists to manage the faculty, staff and students of the department in accomplishing their objectives in education, training, and conducting research at a Carnegie I institution, by providing reliable, accurate and timely support in clerical, accounting, personnel management, purchasing, and administration. The Department of Biology exists to provide education and training in Biological Science, Zoology and Botany to ~1,700 undergraduates and in Biological Science to ~115+ graduate students, and to foster research programs in those areas.

Position Summary

The Executive Assistant to the Chair provides high-level program support to the Chair of the Department of Biology, and for the administrative, research, teaching, and service missions of the department. The Executive Assistant to the Chair broadly oversees operational and administrative details of the Department of Biology, under supervision of the Chair. The position requires thorough knowledge of departmental, college, and university policies, procedures, and operations, and an understanding of the department’s role within the university. The Executive Assistant to the Chair is a member of the leadership of the department, and works collaboratively with the Chair, Associate Chair(s), and other unit managers in fostering policies and creating a work environment for successful implementation of the department’s programs, including but not limited to work relationships, personnel, and office space. The Executive Assistant to the Chair provides oversight of all administrative processes, except budgetary matters, and serves as the Human Resources Liaison, ensuring consistent operations while maintaining confidentiality in all professional operations.

Minimum Qualifications

4 years(48 months/full time) of general clerical experience

Substitutions
Preferred Qualifications

The ideal candidate will possess the following competencies (e.g. knowledge, skills, abilities, other personal characteristics, etc.) which have been outlined as essential to performing successfully in this position:
• Two or more years of formal supervisory experience
• Experience in an academic department in higher education, especially in human resource management in a higher education setting.
• Experience using CSU systems such as Oracle and the Talent Management System (TMS).
• Extensive knowledge of and experience with CSU systems including Kuali Financial System, Oracle HR system, TMS, and ARIESweb.
• Experience interacting and communicating with high level administrators, faculty leadership, deans, directors, department chairs, other colleagues, and members of the public, exhibiting tact, diplomacy and discretion.
• Excellent interpersonal skills, with the ability to work cooperatively with people from a variety of backgrounds and with varying work experiences.
• Ability to handle multiple projects, make independent decisions, and meet required deadlines.
• Demonstrated adherence to the highest degree of professional standards, with an excellent work ethic and ability to maintain confidentiality.


Essential Job Duties


Job Duty Category Office Management Support
Duty/Responsibility

• Report directly to the Chair, with delegated authority to perform professional level programmatic or administrative functions.
• Key member of the Department’s management team; provide specialized advice to team in order to resolve departmental issues such as human resource issues, space limitations, and long-range planning. This includes serving as an active member of the department’s Executive Committee, working to develop and execute department strategic plans and initiatives, and providing leadership to the instructional, research and operational programs in the department
• Manage administrative workflow within the department; provide input into departmental budget resources and allocations; develop departmental policies and procedures; and anticipate cyclical events to support long range planning and scheduling.
• Collect and analyze information in order to prepare and submit internal and external administrative annual reports, external reviews, and five-year program accreditation reviews.
• Primary resource in the department for University policies, College rules and procedures, and other information related to department operations and administrative matters. Continually stay up to date and maintain current working knowledge of University systems, policies, procedures and deadlines relating to faculty affairs, academic programs, HR and OEO processes, and all other areas pertinent to supporting the Department’s mission and programs. Serve as the departmental representative with other College and University units.
• Implement and manage strategic initiatives, projects, events and other department business.
• Compile evaluation, salary and other pertinent data to assist the Chair with preparation of the annual salary exercise (SALX), including giving feedback on salary increases to chair when necessary. Review SALX documents and submit final spreadsheets to the Dean for review and approval.
• Work closely with Department Business Officer, department Chair and Executive Committee in review of budgetary items, including long-range planning
• Manage the promotion and tenure application process of faculty on the tenure track, following college and university guidelines and timelines. This includes communicating with external referees for candidate evaluations, with candidates to make edits and ensure completion of their packet, and with committee members as a resource on T&P procedures, timelines and packet completion. Also responsible for ensuring application packets are complete and comply with university policies prior to submission. Keep accurate record of committee meetings and voting. Communicate with department chair as necessary throughout the process.
• Serve as oversight and departmental point of contact for Institutional Animal Care and Use Committee (IACUC) protocols in support of the research program, ensuring department faculty and staff are maintaining their permissions and certifications and complying with IACUC procedures.

Percentage Of Time 65
Job Duty Category Executive Administrative Support
Duty/Responsibility

• Serve as executive assistant to department chair, managing the Chair’s calendar using sound judgment about the use of the Chair’s time; monitor and manage arrangements for department-related presentations, projects and events; ensure the Chair is well-informed and aware of upcoming departmental, college, and university deadlines.
• Determine research and acquisition methods for report development; prepare as needed. Research and compile novel data sets for special reports requested by university administration. For example, during the 5-year program review, work with the Chair, Institutional Research and other departments as necessary to pull required data for departmental reports and review data for inclusion in the program review.
• Manage faculty appointments, including hiring, personnel file maintenance, reappointment processes, tenure and promotion processes, retirements, sabbaticals and changes to faculty workloads.
• Attend Executive Committee, Tenure and Promotion (T & P) Committee, and Faculty meetings and serve as resource to the committees on university policies and procedures.
• Serve as the first line of contact for the Chair, managing day-to-day situations and determining the most appropriate resolutions to issues. Evaluate and prioritize each issue to determine what can be handled by the Executive Assistant to the Chair, what should be routed to others within the department, and what requires direct attention of the Chair. For example, when unforeseen issues arise during search or hiring processes, use knowledge of university policies to determine if alternate solutions exist, or if the issue should be escalated to the Chair.

Percentage Of Time 25
Job Duty Category Administrative Staff Management
Duty/Responsibility

• Supervisor for four full time employees that provide program coordination to the undergraduate and graduate programs, as well as to the department. These positions include the Graduate Program Coordinator, the Undergraduate Program Coordinator and the Communications, Events and Facilities Coordinator.
• Provide oversight of all staff responsibilities and processes to ensure timeliness, accuracy and efficiency of tasks.
• Develop, modify and implement internal policies and procedures as related to all staff and department processes.
• Serve as a resource to administrative office staff, providing guidance, direction and counseling on administrative and program functions; ensures adherence to various university deadlines, rules and regulations. Maintain professional and technical knowledge by attending university workshops and training sessions.
• Manage personnel issues including hiring, interviewing, training, conducting performance plans and evaluations, resolving personnel and performance issues and approving leave requests and work schedules. Identify areas for improvement and staff development.
• Manage the department website and work with college and Communications Coordinator on writing SOURCE and news stories on department faculty, staff and students.
• Oversee the creation and publication of the department newsletter, with support from the Communications Coordinator and the College of Natural Sciences.
• Create and distribute communications to all stakeholders in the department regarding policies, annual evaluations, changes and updates of the administrative teams, etc.

Percentage Of Time 5
Job Duty Category Human Resource Management
Duty/Responsibility

• As one of the department’s HR Liaisons, help oversee human resource functions and ensure department compliance with college, university and state regulations.
• Serve as primary liaison to College of Natural Sciences, the Office of General Counsel, the Office of the Provost and other university offices on personnel matters including terminations, human resources guidelines and procedures, conflict resolution, loss of grant/gift money, etc.
• Oversee the development of position descriptions for faculty, administrative professional and state classified positions, ensuring compliance with HR and OEO policies.
• Oversee the annual performance evaluation process for faculty, state classified and administrative professional staff, ensuring compliance from supervisors and employees and reviewing evaluations prior to submission to HR or Dean.
• Serve as department liaison in university EO matters, providing guidance on recruiting and promotion processes; oversee the administration of faculty search and hiring processes.
• Manage hiring efforts of the department for all faculty, administrative professional and state classified staff, including serving on search committees as needed.
• Over see new and reappointment offer letters for all faculty, administrative professional, and state classified staff. This includes working with the appropriate offices to ensure funding is secured and OEO and HR requirements are met.

Percentage Of Time 5

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 or expression, or pregnancy and 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/equal access/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 Acting Title IX Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 123 Student Services Building, Fort Collins, CO. 80523-0160, (970) 491-1715, titleix@colostate.edu .

The Section 504 and ADA Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

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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