Curriculum and Catalog Assistant

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
13 Aug 2017
End of advertisement period
10 Sep 2017
Ref
48875
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

This work unit is part of the Provost’s Office. The work unit consists of two staff members: an Administrative Professional Curriculum Liaison Specialist and a State Classified Curriculum and Catalog Assistant (Administrative Assistant III).

The goals of the unit are to support the curriculum activities of faculty, specifically the University Curriculum Committee (UCC), the UCC Chair, college and department curriculum committees and liaisons, and the Provost’s Office. The unit edits the General Catalog and monitors compliance with University and Colorado Commission of Higher Education policies.

Position Summary

General areas of responsibilities of the Curriculum and Catalog Assistant include providing support to the Curriculum Liaison Specialist (CLS) and the University Curriculum Committee (UCC). The position regularly drafts and proofreads documents published by the unit (primarily in electronic formats); provides friendly, accurate and timely support services; and performs general administrative duties in support of the unit. The Curriculum and Catalog Assistant will communicate regularly, primarily via email, with faculty representatives on the UCC, college and department curriculum committees / liaisons, the Provost’s Office, the Office of the Registrar, and individual faculty and staff.

Minimum Qualifications

Three years of general clerical assistance.

Substitutions

None.

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

  • Bachelor’s Degree from an accredited college of university.
  • Ability to take initiative and be focused while completing exceedingly detail-oriented tasks.
  • Ability to adapt to frequent changes in priorities while managing short-term and long-term project deadlines.
  • Ability to communicate complex information clearly and accurately in writing as demonstrated in application materials.
  • Resourcefulness with the ability to independently research, gather, and track data and pursue solutions as needs are identified.
  • Familiarity with higher education curriculum processes including courses and programs of study.
  • Demonstrated experience working collaboratively with a variety of constituents toward a common goal (academic departments/units, Provost’s Office, curriculum committees, admissions, financial aid, centralized information systems, etc.).
  • Knowledge and understanding working with administrative systems related to curriculum and catalog management, degree audit reporting, etc.
  • Demonstrated experience working with computer programs specifically Excel, Word, Outlook, Adobe, and other applications.

Essential Job Duties

Job Duty Category Curriculum Proposals / University Curriculum Committee Agenda and Minutes Duty/Responsibility

  • Review course and program curriculum proposals in preparation for inclusion on the University Curriculum Committee (UCC) agendas for weekly UCC meetings in cooperation with the Curriculum Liaison Specialist (CLS).
  • Prepare draft of the UCC agenda each week in cooperation with the CLS, which may require extensive formatting and proofreading in MS Word.
  • Draft minutes of weekly UCC meetings in cooperation with the CLS.
  • Analyze how course changes may affect programs and which affected departments should be included in workflow.
  • Understand how data is stored and updated in multiple documents and software programs and how those systems interact and relate to each other.
  • Provide administrative support and take minutes in the absence of the CLS.
  • Attend UCC meetings as directed, take notes and assist in editing curricular proposals at request of committee.
  • Support UCC Chair and CLS in completing functions of positions.

Percentage Of Time 60 Job Duty Category Track data and updates documents Duty/Responsibility

  • Draft and proof documents published by unit, including but not limited to: University Curriculum Committee Annual Report, Official List, University Curriculum Handbook, Program Notification forms, and General Catalog.
  • Maintain and update detailed spreadsheets to track curriculum proposals throughout the review process for inclusion in the University Curriculum Committee (UCC) Annual Report, General Catalog, and annual updating of the Official List programs.
  • Participate in annual editing cycle of General Catalog.
  • Work with the Faculty Council office to track and enter policy changes or additions into the appropriate next edition of the General Catalog.
  • Assist the Curriculum Liaison Specialist (CLS) to monitor and track All University Core Curriculum (AUCC) and gtPathways proposals to assure that CSU and CCHE materials aligns.
  • Assist the CLS to monitor and track new proposals moving through Faculty Council, Council of Deans, Colorado State University Board of Governors, Colorado Department of Higher Education, Colorado Commission on Higher Education, etc. as applicable.

Percentage Of Time 20 Job Duty Category Office, Administrative, and Support Services Duty/Responsibility

  • Maintain and update Curriculum and Catalog Unit website, including University Curriculum Committee (UCC) information using WordPress.
  • Provide timely, accurate, and friendly support services by responding to inquiries via phone, email, and in-person.
  • Provide primary coverage to shared unit email account.
  • Cover office and service requests in absence of Curriculum Liaison Specialist (CLS).
  • Conduct necessary research to provide thorough and accurate information to requestors.
  • Refer to appropriate unit/department for specific issues (Office of the Registrar, affected departments, Provost’s Office, UCC college representatives, etc.).
  • Become familiar with curriculum archives to provide access to curriculum records upon request.
  • Identify and assist in curricular projects to assure alignment between policy, approved curriculum, the General Catalog, UCC minutes, and Banner/ARIES.
  • Questioning processes and proposals to assure compliance with applicable policies.
  • General office management including maintaining Outlook calendars, submitting facility requests, and using university systems necessary to process travel documents and conference registrations, and other university systems as needed.

Percentage Of Time 15 Job Duty Category Other Duties as Assigned Duty/Responsibility

  • Perform miscellaneous related job duties as assigned by supervisor.

Percentage Of Time 5%

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.
  • 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.

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 (eg: 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

  • The selection process for State Classified positions may include an exam(s), which 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 humanresources@colostate.edu. 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

DEPARTMENT CONTACT INFORMATION

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 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.