SED Coordinator

Colorado State University, United States

Updated: 26 days ago

Location: Fort Collins, COLORADO

Deadline: 01 Apr 2024

Posting Details
Posting Detail Information

Working Title	SED Coordinator
Position Location	Fort Collins, CO 80523
Work Location	Position is fully in-office/in-person
Type of Position	Full-time
Classification Title	Admin Assistant II
Posting Number	202400025P
Position Type	State Classified
Open Date	03/18/2024
Close Date	04/01/2024
Salary	$3,160-$3,792/month + Full Benefits
Employee Benefits	Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact. Review our detailed benefits information here. Explore the additional perks of working at CSU here . For the total value of CSU benefits in addition to wages, use our compensation calculator . Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in !
State Classified Hourly	No
Overtime Eligible
Description of Work Unit	The Colorado State University Police Department (CSUPD) is a full-service law enforcement organization, and its mission is to respond to the needs of the campus community by maintaining public order and a safe environment. The CSUPD is charged with planning and operational management of multitude special events on CSU campuses. CSUPD works with the University and external event promotors and chairs the University Special Events Advisory Group who is responsible for coordinating event management with and many other university subdivisions to allow for comprehensive event management plan. The Support and Events Services (SES) is responsible for all major events that exceed the capabilities and resources of the patrol division. SES develops a unique written plan for handling each special event. The plan contains the number of staff needed, the responsibilities of those involved, crowd, tactical, traffic control and logistics, and mitigating any anticipated threats that may be associated with events. The written plan also establishes coordination with other law enforcement and support emergency services agencies should their assistance be required. One of the largest special events SES Division is responsible for is Colorado State University home Football games. A large amount of planning and resources are utilized during these large-scale events. There is a tremendous amount of time spent coordinating these games, each aspect has been carefully researched, mitigated, rehearsed and evaluated for effectiveness.
Position Summary	This position provides professional, technical, and project management support to the Support and Events Services Division. This position: 1) Supports the SES and Campus Service Officer (CSO) Units on a daily basis with program and logistics management 2) Manages finance and procurement activities for the Division as well as payroll functions for CSUPD. 3) Ensures administrative support for the division is provided in a timely fashion for all Events and CSO activities. 4) Follows & interprets department and University policies and procedures and applies them to the Police Departments operating principles 5) Manages special projects and other duties as assigned. 6) Reviews events and assesses risk utilizing a risk assessment matrix. 7) Works with other local law enforcement agencies to schedule and coordinate staffing for large scale events requiring additional resources.
Minimum Qualifications	Two years (24 months/full time) years general clerical experience
Substitutions	A degree in psychology, communications, hospitality management, or a closely related field will substitute for experience on a year to year basis. Note: Official or unofficial transcripts are required to meet this substitution, uploaded in the “documents” section of the application.
Preferred Qualifications	*The ideal candidate will possess the following knowledge, skills, abilities, and other personal characteristics outlined as critical to this position:* • Experience using CSU or similar systems, such as Kuali Financial System (financial database system), Oracle (HRIS), TMS (applicant tracking system), ARIESweb (student information/records database), and KFS-TEM (travel processing system). • Excellent verbal and written communications skills which include knowledge and experience drafting, proofreading, and editing communications, and delivering those communications via a wide range of channels, such as email, print, web, and social media. • Experience using various social media platforms and website administration with Word Press. • Experience managing calendars, arranging appointments, and maintaining schedules and deadlines for faculty or administrators. • Must be well organized with focus and attention to detail. • Must be capable of independent decision making and have a proven ability to work in a fast-paced environment, managing multiple tasks and priorities simultaneously within tight timelines. • Must have creativity, initiative, and independence in carrying out responsibilities. • Proficient with Microsoft Office Suite and Microsoft Outlook. • Demonstrated ability to work with confidential information. • Previous related State experience.

Essential Job Duties

Job Duty Category	Support and Events Program Management
Duty/Responsibility	Plans and directs operations support for the Division to include event and game-day deployment tasks and equipment deployments. Collaborates with Events team and stakeholders in all aspects of event processes to drive high levels of customer experience. Works closely with venue management, staff, and Special Events team on staffing and post-event billing operation. Manages special event Incident Command support functions/needs, including command post setup & demobilization Creates and distributes confidential officer briefing packets Manages staffing assignments and bidding process for special events Assistw with event logistics staff (including full time, classified, university, and permanent staff) during event day operations and delegates tasks as needed Creates and maintains operations maps by event type and operational need Works after-hours, weekend, and holidays as needed for event setup and takedown Organizes barricade deployments for internal and external events or traffic control as needed Coordinates equipment maintenance through internal and external service providers Maintains equipment and software certifications and training Maintains training and knowledge base in established theory, principles, conceptual models, professional standards, and precedents to improve program processes Implements new processes or objectives with Supervisor approval
Percentage Of Time	40

Job Duty Category	Fiscal Responsibilities/Payroll Management
Duty/Responsibility	Manages procurement and invoicing activities for the Division while tracking expenditures. Collaborates with Events team and stakeholders in all finance & procurement activities. Manages purchasing needs within purchasing authority granted by the Department Develops equipment inventory minimums and orders equipment and supplies for event and office operations Orders and coordinates delivery of supplies, equipment, and logistics services for special events Submits equipment and supply orders via University purchasing software Audits and processes vendor invoices and resolves price disputes/errors to ensure timely payment. Process billing for police services provided at contracted events and for recurring services (e.g. building lock-ups) via Kuali and TWARBUS systems. Maintains database for Events revenue/expense tracking DUI Project Coordinator: Collaborate with DUI officers on annual CDOT DUI HVE Grant to ensure timely application submission, submit claims for reimbursement, complete year-end accrual estimate, and facilitate year-end final report submission. Act as main point of contact for CDOT and DUI HVE liaison. Coordinate with DUI officer and liaison to complete site visit audits. Allocate paid overtime to appropriate accounts for monthly payroll deadline. Review TimeClock+ (TC+) prior to each payroll deadline and remind supervisors of any outstanding approvals. Review project codes for biweekly payroll and work with supervisor to correct any inconsistencies in TC+. Process monthly compensatory time payouts for hours accrued over cap. Coordinate payroll correction submissions to central HR with supervisors.
Percentage Of Time	35

Job Duty Category	Event and Project Management
Duty/Responsibility	Review events in University Event Management database to assess risk profile and clarify specific requirements of each project / event assigned. Track project performance, specifically to analyze the successful completion of short- and long-term goals. Meet budgetary objectives and adjust project constraints based on financial analysis. Develop comprehensive project plans to be shared with clients as well as other police and university staff members. Use and continually develop leadership skills.
Percentage Of Time	25

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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