Program Administrator, Finance and Real Estate
Description of Work Unit
This work unit supports the work and responsibilities of the Department of Finance and Real Estate in the College of Business. The Unit Provides proactive oversight of the University’s land grant teaching, research, service and outreach activities as related to the Department. At the graduate level, the Unit offers a specialized Master of Finance degree and an applied finance certificate. The Unit also provides teaching and staffing functions for courses in finance, financial planning, real estate, business law and economics across the multiple graduate levels business programs including the Global Social and Sustainable Enterprise MBA, Early Career MBA, Executive MBA, Online Professional MBA, and Professional MBA. At the undergraduate level the Unit has a complex range of offerings including a concentration in finance (over 600 students) with options in real estate, corporate finance and investments; a concentration in financial planning; a concentration in real estate; and a minor in real estate. The Unit also staffs all courses in finance, real estate, business law and economics for delivery in the Business Minor (approximately 2,000 students). The Unit is responsible for advisory boards in finance and real estate, as well as in coordinating with the activities of the Everitt Real Estate Center that is also housed in the Department.
This position serves as a program administrator with extensive office management responsibilities for the department, with a heightened focus on the following programs and activities: (1) BSBA-Finance, (2) Graduate Certificate in Applied Finance, (3) external outreach program development and maintenance, (4) development and maintenance of the budgeting and financial accounting and analysis, including forecasting and implementation, for the various programs and activities, (5) development and maintenance of dashboards for critical success factors, (6) event planning, budgeting and oversight for expanded program of external outreach to benefit our constituents (e.g., Finance Advisory Board, Everitt Real Estate Center, Career Panel, faculty seminar series, regular student trips in finance, financial planning (new concentration), and real estate, and (7) development and maintenance of our digital presence for the department and our various programs.
This position provides professional technical and administrative support to (1) the Department Chair by executing a high level of program responsibilities in working closely in strategic planning and departmental administration, and (2) to departmental Tenure-Track Faculty, Special Appointment faculty, and Temporary faculty.
Given the need to serve in an office manager role, this position requires the application of experienced management judgment, independent decision making, and prioritizing and expediting work.
Four years (48 months) of full-time general clerical or administrative service experience.
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
- Demonstrated event planning experience.
- Budgeting and financial analysis reporting experience.
- Proficiency in MS Office: Excel, Word, PowerPoint, Outlook, etc.
- Demonstrated experience generating high-level reports.
- Ability to organize and arrange scheduling (classrooms, calendars, events, textbooks, etc).
- Ability to take initiative and prioritize/orgainze tasks.
- Demonstrated ability to effectively collaborate with others using clear verbal communication and strong interpersonal skills.
- Customer service experience.
Essential Job Duties
Job Duty Category Fiscal, Accounting and Program Management Duty/Responsibility
- Responsible for development, oversight and management of the Finance and Real Estate Department BSBA- Finance, BSBA – Financial Planning, BSBA – Real Estate, MFin, and the Applied Finance Certificate program budgets.
- Provide oversight and management of sponsored research grant budgets, corporate grant budgets, foundation, and scholarship accounts.
- Estimate budget needs, prepare budget and budget related documents.
- Take action to ensure that the department/programs do not exceed budget limits.
- Oversee compliance with the appropriate budget guidelines, and highlight areas of budget concerns and possible solutions for review by the department chair.
- Propose and develop methods for accumulating data.
- Develop and maintain department dashboard indicators for strategic plan and Association to Advance Collegiate Schools of Business (AACSB) -accreditation tracking purposes.
- Prepare documentation for summer funding for faculty teaching and research.
- Develop a program of external relation activities, including budget for such activities.
- Oversee the implementation and maintenance of digital media presence.
Percentage Of Time 51 Job Duty Category Office Management Work to Support the Department Chair, Department Faculty, and Department Programs and Activities (includes management of administrative operations) Duty/Responsibility
- Serve as office manager to the department chair for administrative, technical, financial, and external outreach functions of the Finance and Real Estate Department’s activities and programs.
- Provide leadership and management with regard to all departmental program operations in collaboration with the department chair.
- Use MS Word, Excel, PowerPoint, web software and applications to perform management and technical activities.
- Use Advance to generate reports for appropriate correspondence with external constituents.
- Prepare travel arrangements and related reimbursements for faculty, visitors, and other relevant constituents.
- Serve as primary initial contact for internal and externa stakeholders – welcome/assist visitors, answer telephone to include obtaining and providing information.
- Facilitate responses on the chair’s behalf to internal and external constituents with accuracy and timeliness to achieve maximum efficiency.
- Assist in maintaining the department chair’s calendars.
- Keep records on critical success indicators pertaining to AACSB-accreditation and other curriculum needs as required.
- Develop presentations on indicators for use by the department chair.
- Organize complex confidential work assignments (such as faculty recruiting, promotion, and tenure process documents) to include managing and coordinating the flow of confidential and time-sensitive documents.
- Work with faculty to make decisions related to course scheduling, textbook orders, and exam scheduling.
- Determine classroom needs and notify facilities personnel of such needs.
- Serve as liaison for faculty problems with new office set up, telephones, email, voicemail, computer, copier, and furniture needs.
- Work with relevant departments (such as College of Business Development and the Career Management Center) to plan, schedule, and host department activities with external and other stakeholders. Events include advisory board meetings, alumni events, firm recruiting events, guest speakers, student orientation, and other events.
- Update and maintain Position Desk Manual.
- Maintain full and part-time faculty and personnel files, including annual review documentation.
- Prepare and process paperwork for hiring and paying part-time faculty.
- Prepare and process paperwork for hiring and paying student hourly employees.
- Make hiring decisions related to student hourly employees.
- Supervise and develop student workers.
Percentage Of Time 49
Special Instructions to Applicants
APPLICATION INSTRUCTIONS AND INFORMATION
- Clearly document job duties performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the “Work Experience” section on the application. We 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 we can calculate full-time experience.
- The APPLICATION 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.
- 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.
- 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. **Please see the “Required Documents” section of the posting.
- Resumes will not be accepted in place of a complete application; however, resumes may still be required as a component of complete application materials.
- The selection process for State Classified positions may include an exam(s), which often requires 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 firstname.lastname@example.org. In addition to your Inbox, remember to check in your Junk and Deleted 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
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 at the main phone line: 970-491-MyHR (6947).
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires)
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.
Background Check Policy Statement
Colorado State University (CSU) 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 (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will 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.