Graduate Coordinator (Admin Assistant III)

Colorado State University, United States

Updated: 10 months ago

Location: Fort Collins, COLORADO

Deadline: 14 Jun 2023

Posting Details
Posting Detail Information

Working Title	Graduate Coordinator (Admin Assistant III)
Position Location	Fort Collins, CO 80523
Work Location	Position is fully in-office/in-person
Type of Position	Full-time
Classification Title	Admin Assistant III
Posting Number	202300234P
Position Type	State Classified
Open Date	05/31/2023
Close Date	06/14/2023
Salary	$3,824 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/ .
State Classified Hourly	No
Overtime Eligible
Description of Work Unit	The Department of Biochemistry & Molecular Biology at CSU offers a high quality research and learning environment. Faculty research accomplishments have been recognized nationally and internationally in the areas of biochemistry and molecular, cellular, and structural biology.
Position Summary	The purpose of this position is to provide direct administrative support for the Graduate Programs, as well as administer academic activities for the department; including but not limited to course changes in CPI and course updates and graduate PhD students, providing support on graduate policies and deadlines to students and department, academic process support thru graduation, tracking of students (credits, courses, paperwork, etc.), organizing the department seminars, participate and assist with graduate scholarship and award process as well as the award ceremony, sending important communications related to graduation dates as well as assist in announcements for BC 793 and RAC, help in scheduling comprehensive exams and oral preliminary exams. This position will also be point on hiring of hourly paid employees as well as input to Oracle for Graduate students. GAAR reporting, and assigning appropriate accounts and tracking/invoicing tuition will also be done each semester. This position will assist the Assistant to The Chair as a lead admin in the Department of Biochemistry providing office process management as well as various clerical duties as needed. **Please note, this position will work in person on campus. Hybrid or remote work is not available for this role.
Minimum Qualifications	To be considered for this position, candidates must demonstrate the following in the application document: Three full-time years of administrative office work experience which must have included MS Office (Word and Excel specifically)
Substitutions	College or university course work, appropriate to the work assignment, may substitute for one year of the required experience. Note to Applicants: In order to apply the substitution unofficial transcripts must be attached under *Optional Documents*.
Preferred Qualifications	The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position: Academic experience in higher education. Experience in a student information system (Aries or a similar system). Demonstrated experience tracking student progress, and success, as well as assisting students in meeting deadlines. Attention to detail. Demonstrated ability to work independently. Organizational skills and the ability to evaluate processes to create efficiencies. Strong verbal and written communication skills. Demonstrated customer service and relationship-building skills. Knowledge of financial database systems, HRIS, and the ability to learn new university-specific software and programs. Demonstrated knowledge and use of MS Office programs (Outlook, Word, Excel, etc.) Time management skills and the ability to meet strict deadlines. Confidentiality. Judgment and decision-making skills. Event planning and coordination skills. Ability to interpret and apply policy and procedures. Related state service experience.

Essential Job Duties

Job Duty Category	Graduate Coordinator
Duty/Responsibility	Serve the Department by providing administrative support for the Graduate Program, this includes but is not limited to being point on the application and recruitment process, subject matter expert in graduation requirements for the department as well as graduate school forms and processes, update department and graduate students of changes or new policies or processes with the graduate school, track students as to credit load and program progress. Work with Graduate Affairs Chair for scheduling of Orals and Preliminary exams, interpret requests for information, answer inquiries or direct appropriately. Determine urgency of communication, initiate and compose correspondence. Create and monitor confidential files, check credentials and summarize each application prior to committee review; schedule meetings; notify students of acceptance or denial, and determine basis for denial. Research and summarize data for departmental, progress, and grant reports. Develop, evaluate and modify processes for distributing and filing graduate program records for easy retrieval by all office personnel, and to retain information for annual reports, periodical reviews, and historical data. Organize filing system (determine categories by studying file content and applying knowledge of program requirements: and determine archival/retention schedule). Determine priorities, workflow, and method of completion. Maintain and update procedures manual. Coordinate HR and onboarding, including oracle actions of the graduate students. Each semester update GTA/GRA assignments as well as confirm the GAAR reporting, as well as assigning appropriate accounts and tracking/invoicing tuition.
Percentage Of Time	50

Job Duty Category	Event Management
Duty/Responsibility	Coordinate, compile and disseminate department seminar program by creating announcements, correspondence, department website listings, and master calendar updates. Coordinate/monitor travel arrangements, on-site logistics, arrange reimbursement of expenses, and order supplies. Inform and clarify policies and procedures for faculty and speakers. Investigate and resolve problems. Create a welcoming and pleasant experience for the visiting speaker by serving as an assistant to the seminar host and accommodating any special request as needed. Exercise Initiative by designing new forms and employing new technologies for more cost-effective dissemination processes. Consolidate and implement procedures In compliance with department, university, and state guidelines. Establish, maintain and update procedures manual. Coordinate scholarship awards procedure for graduate students by attending the scholarship annual meeting, advertising announcements, assisting students and faculty with questions, providing support for issues, working with Graduate Affairs Chair with process, and providing expertise in process as well as advise with improvements. Assist with graduate award ceremony, planning, inviting awardees and guests, and processing the award checks if necessary through the payroll system.
Percentage Of Time	10%

Job Duty Category	Hourly Employee Support
Duty/Responsibility	Assist department in the advertising, onboarding, and tracking of hourly employees. This includes advert to HandShake, processing the onboarding paperwork and ensuring I9 compliance, Time Clock Plus training and entry, troubleshooting Time Clock Plus, as well as the entry into the HR system and tracking the hire until the process is completed. Maintain a tracking mechanism on hiring status for each hire that is easily viewable to the office as well as communication to the hiring supervisor. Advise department of policy and guidelines in hiring hourly staff.
Percentage Of Time	20%

Job Duty Category	Instructional Programs
Duty/Responsibility	Administer academic activities of the department; prepare first and final drafts of semester course offerings ensuring accuracy and completeness of course offerings; process section/course additions/deletions based on pre-enrollment figures; verify the appropriateness of incomplete grade assignments and grade changes; interpret rules, regulations, policies and procedures relevant to the programs and transmit information to appropriate groups and/or individuals. Complete course request forms in CIM and work with the Department’s College Curriculum Committee representative to submit requests for new or revised courses.
Percentage Of Time	10

Job Duty Category	Miscellaneous Duties
Duty/Responsibility	Execute Independent decision-making skills, reasoning, discretion, and diplomacy by working within the Federal/State/University and Department guidelines in order to respond to questions, clarify, and resolve problems. Decide workflow, priorities, and means of completion by evaluating a variety of criteria (deadlines, policies, and procedures) to meet the circumstances. Monitor, evaluate and revise office procedures; compose and/or update procedures manual. Attends meetings for policy updates as well as professional development seminars. Instruct, demonstrate, assist and troubleshoot office equipment usage. Provide secondary support for the department front desk by executing academic restriction overrides, scheduling department room usage, assisting with copier, and handing out test.
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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