Transfer or Reinstatement Administrative Assistant
Description of Work Unit
LEAP Institute for the Arts is a special academic unit housed within the College of Liberal Arts, which reports to the CLA Dean. As a degree-conferring unit, with both a minor and master’s degree, the unit is responsible for a wide range of activities relating to recruitment, program design and delivery, curriculum management, hiring and supervision of faculty (tenure track, non-tenure track, and contingent), student advisement, course scheduling, community outreach, and all other duties relating to the functions of an academic unit at Colorado State University.
The LEAP Administrative Assistant is responsible for assisting the LEAP Program Director, and the activities of the LEAP program as an academic unit. It provides both general and specific support for creating and tracking documentation, generating MOUS, maintaining records, correspondence, processing applications, managing lists and contacts, coordinating meeting schedules, coordinating and supporting contact with prospective students, maintaining databases, admissions processing, participation in recruitment, managing guest speaker schedules, and managing accounts payable.
To be considered for this position, applicants must:
- Be certified at the State Classified Administrative Assistant II level or above.
Essential Job Duties
Job Duty Category General Program Assistance Duty/Responsibility
This work unit provides technical and administrative support of the LEAP director by applying knowledge of and/or interpreting basic principles, rules, regulations, policies, precedents, other guidelines and objectives specific to the LEAP program to resolve problems, answer questions and provide information, and/or advise others on technical program issues or matters. Office work will ensure the delivery of program services and implementation of guidelines and objectives.
Examples of work include: coordinate the schedule of LEAP classes, instructors, book orders and curriculum needs; coordinate LEAP calendar of events and deadlines; supervise student graduate assistant duties and projects; produce and maintain faculty meeting schedule, minutes and logistics; coordinate visiting scholar needs, including organizing events, University and Visa paperwork and arranging hospitality needs.
Percentage Of Time 40 Job Duty Category Data and Application Processing Duty/Responsibility
Coordinating the application process to the Graduate School and to the LEAP Institute for the Arts applicants by processing applications, support documents and admissions decisions for graduate and professional LEAP students at Colorado State University; support recruitment efforts by contacting new students via email, phone, site tours and personal interaction in positive customer service approach; and assimilating data and preparing reports regarding LEAP recruitment and enrollment.
Percentage Of Time 30 Job Duty Category Recruitment and Marketing Assistance Duty/Responsibility
Contribute to marketing and advertising by maintaining website, social media and print materials; supervising, planning, coordinating and hosting LEAP special events including orientations, recruitment fairs, receptions, seminars, workshops; preparation and distribution of materials for guests speakers, visitors and prospective students, attending to administrative matters for ad placement and marketing buys.
Percentage Of Time 20 Job Duty Category Financial Record Maintenance Duty/Responsibility
Process and deliver payroll paperwork; process and deliver accounts payable and reimbursable; and process human resource paperwork for guest lecturers, adjunct instructors and visiting scholars.
Percentage Of Time 10
Special Instructions to Applicants
This position is only open to Transfer / Reinstatement eligible applicants at the Administrative Assistant III State Classified level.
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License - Colorado, Travel - Some travel for recruitment and marketing purposes.
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.