REALLOCATION POSTING (Transparency) Executive Assistant to the VP of IT

Colorado State University, United States

Updated: over 2 years ago

Location: Fort Collins, COLORADO

Deadline: 04 Dec 2021

Posting Details

Working Title	REALLOCATION POSTING (Transparency) Executive Assistant to the VP of IT
Position Location	Fort Collins, CO 80523
Classification Title	Admin Assistant III
Posting Number	202100395P
Position Type	State Classified
Open Date	12/02/2021
Close Date	12/04/2021
Salary	$3,671 - $3,777 (monthly)
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 Division of Information Technology, the central IT organization for Colorado State University-Ft. Collins, supports the land-grant heritage of the institution as well as the university’s missions of teaching and learning, research, and service. The Division of IT is responsible for delivering enterprise and campus focused IT services for the Ft. Collins campus as well as throughout the CSU-System. Areas of responsibility include Research IT, Application Development and User Support Services, Academic Technology, Cybersecurity & Privacy, Networking and Telecommunications, Infrastructure and Databases, Business Intelligence and Data Integrations, Administrative Applications, and Student Applications.
Position Summary	The Executive Assistant to the VP of IT is an executive-level position working directly for the VP of IT to manage the high-level administration functions of the Division of IT, including the VPs activities and unit processes. This professional must exercise excellent judgement and significant discretion, having outstanding communication and critical thinking skills and excel at coordination of complex tasks with organization and attention to detail. This position is highly visible and therefore requires an ability to reflect CSU’s Principles of Community to successfully interact with a wide variety of constituents. The division of IT is committed to diversity, equity, inclusion and social justice. As a part of a land grant university build on indigenous lands, we are mindful of our history and recognize that equity and social justice work requires intention, persistence and humility. We believe that improving equity and enacting social justice among our staff, in our services, in our spaces and in our communities is a guiding star towards a better future. This will continue to provide comprehensive administrative support to leadership within the division and will assist the division with outreach and engagement, human resources, operations and departmental logistics including complex, executive level search support, travel arrangements, applicant communication, preparation of meeting presentations and departmental templates and tools, and arrangement of stakeholder meetings. They will participate in operations endeavors and assist with collaborative planning with an emphasis on functional needs for stakeholder engagement and facilitating best practices in human resources management.
Minimum Qualifications	Three years of experience in an administrative support position.
Substitutions	College or university course work may substitute for the experience on a year-for-year basis (30 credits = one year of experience). Note: Official or unofficial transcripts are required to confirm course work and/or degree for use of the substitution.
Preferred Qualifications	Bachelor’s Degree Demonstrated understanding of the principles of diversity, equity, inclusion, and social Experience compiling and presenting information and data Experience working in an environment that requires adaptability, independent management of competing demands, and adjustments to frequent change Demonstrated organizational skills and problem-solving ability Demonstrated ability to prioritize workload and complete projects on time while ensuring Demonstrated ability to work both independently and as part of a team Strong desktop computing skills, including experience with office productivity and spreadsheet programs

Essential Job Duties

Job Duty Category	Executive Administrative Support
Duty/Responsibility	Provide executive level support to the VPIT and up to four other executives in the Division of IT, which includes scheduling and calendar maintenance, personal correspondence, and travel arrangements Oversee planning and implementation of Division of IT’s Office events Provide administrative support for the UTFAB, including website management, note-taking, and creation of agenda
Percentage Of Time	50

Job Duty Category	Search Support
Duty/Responsibility	Serve as primary resource to support executive level departmental searches Prepare best practices for search support as a resource for the division and coordinate and facilitate new executive searches in accordance with best practices Prepare and distribute internal and external search, candidate and new employee correspondence Coordinate search meetings and interview logistics Travel arrangement and processing applicant reimbursements
Percentage Of Time	25

Job Duty Category	Office Operations
Duty/Responsibility	Ensure seamless operation of the Division of IT administration offices to ensure exemplary customer service is provided to internal and external constituents, faculty, staff, students, prospective students, and visitors. Identify and resolve problems related to daily administrative office operations, develop and implement alternate solutions Provide guidance to external constituents on questions for University policies and processes (e.g, parking, orders, deliveries). Oversee office supplies and orders. Supervise students or part-time employees to staff front desk reception area, if necessary
Percentage Of Time	15

Job Duty Category	Professional Development & Other Duties as Assigned
Duty/Responsibility	Engage in professional development that incorporates developmental goals, career paths, and competency areas. Attend conferences, seminars, and workshops to ensure continued development of professional skills. Participate on campus committees, councils, and user groups to increase campus-level knowledge and awareness. Reflecting departmental and institutional values, participate in diversity initiatives to advance the Department’s commitment to diversity and inclusion. Other duties as assigned.
Percentage Of Time	10

Special Instructions to Applicants	This job announcement represents the transparency posting for an occupied, re-classified (reallocated) state classified position as the result of an individual allocation review. 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 <b>require</b> 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), Valid Driver’s License
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. 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.