Undergraduate Programs Administrative Coordinator

Colorado State University
Fort Collins, Colorado, United States
25 Mar 2018
End of advertisement period
22 Apr 2018
Contract Type
Full Time

Description of Work Unit

The College of Business at Colorado State University is an AACSB accredited business school which enrolls more than 4,400 undergraduate students in nine business administration major concentrations as well as the Business Administration, Real Estate, and Entrepreneurship minors along with approximately 1,500 graduate students across eight graduate programs. While we are the largest undergraduate and graduate major on campus, we strive to create a small college environment.

The Undergraduate Programs Office is responsible for all undergraduate recruiting efforts, retention initiatives, academic advising, diversity/inclusivity initiatives, and GO Abroad initiatives. The Undergraduate Programs Office also sponsors and leads undergraduate student groups, activities and programs, including DECA, Global Business Network, Mentoring Program, Business Diversity and Leadership Alliance, Latinx Business Association, ROCK S.O.L.I.D., Rock3.0, and the Social Justice Initiatives and GO Abroad programs.

Position Summary

The Undergraduate Programs Administrative Coordinator administers and manages the College of Business Scholarship Program; organizes and facilitates the Social Justice Workshop series; develops, coordinates and facilitates college events and activities including Change of Major, graduation orientation, prospective student visit programs, first year and transfer student orientations; manages the Undergraduate Programs Office and student staff; and compiles and analyzes key data reporting metrics; manages the UPO budget, finances and travel needs.

Required Job Qualifications

  • Bachelor’s degree in business, human resources, ethnic studies, human development and family studies, sociology, psychology, or related field;
  • A minimum of two years’ experience in a position within Higher Education working with a wide range of constituents.
  • Experience using PC programs including Microsoft Suite, web-based applications, and databases.
  • Demonstrated commitment to and knowledge of inclusivity/diversity and diversity appreciation.
  • Demonstrated supervisory experience.
  • Experience with event planning/coordination.
  • Evidence of written communication skills.

Preferred Job Qualifications

  • Experience in human resources or a college-recruiting/retention/advising department
  • Ability to communicate technical processes, data reporting/building dashboards.
  • Experience with budget software, KUALI and Time Clock
  • Ability to work effectively in a team environment as well as autonomously.
  • Strong organizational and complex problem-solving skills, follow-through, and attention to detail.
  • Demonstrated ability to build positive relationships with students, faculty, staff, and administrators OR in a similar relationship-building environment.

Diversity Statement

Personal or professional commitment to diversity as demonstrated by persistent effort, active planning, allocation of resources and/or accountability for diversity outcomes.

Essential Duties

Job Duty Category Scholarship Administration Duty/Responsibility

  • Administer the College of Business Scholarship Program.
  • Analyze scholarship application responses from prior years to ascertain needed application changes to improve the understanding of the application and the decision-making data available to Committee members.
  • Develop appropriate marketing messaging for websites, emails, letters, signage, and other communication outlets related to all cycles of the scholarship process.
  • Monitor applications and create action plans to execute appropriate interventions to increase number of applications.
  • Develop appropriate reference and evaluative criteria documents required for recipient selection.
  • Execute and facilitate activities related to all aspects of the Scholarship Committee’s annual work.
  • Document scholarship awards.
  • Execute fund transfers to scholarship recipients.
  • Master Academic Works software system and execute all required modules.
  • Develop and implement appropriate donor recognition messaging across the College of Business and the University.

Percentage Of Time 25 Job Duty Category Office Management Duty/Responsibility

  • Recruit, train, supervise, schedule, support, and evaluate 2-6 student hourly employees. The student hourlies provide professional, customer-service oriented front desk staffing for the office throughout the workweek.
  • Develop key messaging presented to student visitors to the office to insure accurate, timely communication.
  • Develop and implement a comprehensive training program that includes principles of working with multiple constituents (students, parents, faculty, staff, alumni, administrators, and companies), working with individuals from diverse/cultural backgrounds (including international), CSU and College of Business policies and procedures, federal and state laws, and office procedures.
  • Coordinate with college of Business Marketing and Communications team on the Undergraduate Programs Office electronic marketing and communications, documents, print materials, curriculum materials, website maintenance and updates and social media presence.
  • Open Undergraduate Programs Office at 8am and close the office at 5pm Monday through Friday
  • Remain current on all State, CSU, and College of Business laws, policies, procedures and curriculum changes that impact the Undergraduate Program.

Percentage Of Time 25 Job Duty Category Social Justice Workshop Administrator Duty/Responsibility

  • Apply understanding of the concepts of social justice and the distribution of wealth, opportunities, and privileges within a society to develop, implement, and evaluate the Social Justice Workshop Series in the College of Business. The Social Justice Series offers three workshops per semester.
  • Demonstrates professional commitment and success in building relationships and inclusivity with diverse groups and constituencies, including diverse cultures and ethnicities, abilities and disabilities, sexual orientations, and gender.
  • Design and implement a comprehensive marketing and communication plan to support the workshop series. Engage with relevant support units within the College to execute.
  • Facilitate workshops and workshop discussions with diverse participants (students, faculty, staff, and administrators).
  • Develop gift bags for Guest speakers, lecturers and facilitators.

Percentage Of Time 10 Job Duty Category Data Reporting Duty/Responsibility

  • Working with the Director, design and implement data collection, analysis, reporting, metrics, dashboards, and summarizations for the UPO accountability requirements, as well as retention and recruitment data collection and reporting.

Percentage Of Time 5 Job Duty Category Rock S.O.L.I.D. Ambassador Program Administrator Duty/Responsibility

  • Develop and coordinate a marketing and strategic plan for the program.
  • Market, interview, select, hire, fire, supervise and support 15-20 College of Business Ambassadors.
  • Provide continual training (diversity, customer service, CSU and College of Business highlights, presentation and communication styles, etc.) and personal and professional mentoring for Ambassadors.
  • Coordinate the interactions and activities for Ambassadors with College Recruits, and internal and external constituents.
  • Evaluate the overall program success, as well as the individual Ambassadors contributions. Address issues and continue to develop new programming as needed.

Percentage Of Time 10 Job Duty Category Budget/Financial Coordinator Duty/Responsibility

  • Maintaining, tracking, and coordinating Department and programmatic budgeting.
  • Presenting annual budget expenditures and overtures to Management Team.
  • Decision making on budget distribution and purchasing approvals
  • Tracking all UPO expenditures utilizing budget software and internally developed tracking systems.
  • Create all pre and post travel documents for the UPO team.
  • Coordinate and develop positive working relationships with CSU Travel personnel, and approving authorities.
  • Communicate all travel processes and policies to UPO staff, and ensure that travel is all approved and conducted according to policy.

Percentage Of Time 15 Job Duty Category Recruiting/Retention Programming Duty/Responsibility

  • Coordinate Prospective student visits, to include class sit-ins, College of Business Tours, Lunch with an Ambassadors, Meet with the Dean, Meet with a Faculty member, and recruiting presentations and materials.
  • Present at recruiting events and to Prospective students and family members.
  • Staff tables at recruiting fairs (answering questions, providing data, providing referrals, and presenting a positive image for the College).
  • Recruit incoming freshmen and transfer students to the College of Business.
  • Coordinate with Management Team on materials needed for recruiting events and activities.
  • Stay up to date on current trends and other college student interests for promotional and recruiting needs.

Percentage Of Time 10

Special Instructions to Applicants

Please submit a cover letter that addresses the required and preferred qualifications, a resume, and contact information for three professional references. References will be contacted for final candidates only. Full consideration deadline is April 1, 2018, 11:59 pm (MST) and applications will be accepted until the position is filled.
References will be contacted for final candidates only. References will not be contacted without prior notification of candidates.

Search Contact tonja.rosales@colostate.edu

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.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

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.