Payroll and Business Support Technician

Colorado State University
Fort Collins, Colorado, United States
01 Apr 2018
End of advertisement period
29 Apr 2018
Contract Type
Full Time

Description of Work Unit

The Department of Microbiology, Immunology and Pathology (DMIP) is a large academic and research department in the College of Veterinary Medicine and Biomedical Sciences (CVMBS) at Colorado State University (CSU). Currently, MIP has over 200 salaried employees including 90+ faculty, 130 research and administrative support staff, and 495+ total employees including students and temporary staffing. The DMIP financial support team manages $20-$25M in research activity each year plus $8.2 M in appropriated funds, as well as cash funded activities, gift funds, General Operation funds, Recharge Centers, Tech and Course Fees, Continuing Education, etc. DMIP has several locations including Pathology and Microbiology Buildings on main campus, Diagnostic Medical Center on south campus, and Arthropod-borne Infectious Disease Laboratory, the Infectious Disease Annex, and the Infectious Disease Research Center at Foothills Campus. DMIP’s geographical separation adds another layer of complexity for management purposes.

Position Summary

The purpose of this position is to provide Human Resources (HR) support (50%) and support for the business operations (50%) to faculty and staff located in the Microbiology facility on main campus. The HR support includes oversight for all HR functions related to hourly employees: 1) Hiring and processing payroll for student hourly, non-student hourly, work study and post-doctoral employees, 2) Training employees on the web-based time clock (Time Clock Plus), monitoring and verifying hourly time entry 3) Tracking work study award balance available and the 9 month limit for non-student hourlies, 4) Monitoring DMIP employee leave (approx. 300 salaried employees), and processing paperwork for associates and volunteers. Complete background checks, as needed. The business operations support includes providing financial support for travel, PCard reallocation, Kuali document processing, procurement support, customer service, facilities support, acting as the backup building proctor/key manager, and other duties as assigned.

Required Job Qualifications

Bachelor’s degree in Business Management or related field
Experience with Microsoft Office Suite with an emphasis on Excel
Demonstrated written and verbal communication skills confirmed by review of application materials

Preferred Job Qualifications

Certifications in human resources
Demonstrated experience with customer service
Prior experience in Higher Education

Diversity Statement

  • Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Coordinate Hourly Employee Hires – Work Study, Student and Non-Student Hourly Duty/Responsibility

Coordinate and advise supervisors on HR hire process for DMIP work study, student and non-student hourly employees. Track paperwork and complete hire process in Oracle. Complete background check for new hires and monitor status. Review bi-weekly hourly and monthly State Classified and Non-Exempt Administrative Professional salary entered in Time Clock Plus to verify hours and appropriate approval(s) is/are obtained. Develop and maintain database of work study hours to ensure work study awards are used and advise supervisors when the work study hours are being exhausted. Develop and maintain database for non-student hourlies to monitor 9-month employment limit and document overtime hours worked. Coordinate with account managers and assistant managers to verify funding sources. Maintain spreadsheets of employee information. Review and revise procedures as needed to ensure information is accurate and current. Run payroll reports including, work study, suspend/terminate, non-student hourly, expense distribution, graduation, zero credit, and other reports, as needed.

Percentage Of Time 15 Job Duty Category Oversight for Time Clock Plus System Duty/Responsibility

Oversight for Time Clock Plus (web based time entry system) setup and training for new hourly employees. Troubleshoot issues and provide guidance in the use of the web-based time clock on an ongoing basis. Coordinate Time Clock Plus access for supervisors, verify hours entered, identify and correct errors, as needed. Revise Time Clock Plus manual as needed and disseminate to users providing step-by-step instructions for supervisors, approvers and employees. Review time clock entries for 80+ employees and inform supervisors of any irregular activities including time clock errors. Set up or remove employee access for the web-based time clock.

Percentage Of Time 15 Job Duty Category Leave Process and Non-Exempt Time Reported for DMIP Employees Duty/Responsibility

Leave Process and Non-Exempt Time Reported for DMIP Employees

Percentage Of Time 10 Job Duty Category Coordinate Account Funding Changes and Other HR Duties Duty/Responsibility

Oversight for Account Change Requests Form which automatically routes to this position. Make requested change in Oracle, update Time Clock Plus projects accordingly, notify the employee, supervisor and fiscal officer that the change has been completed. Verify the employee is clocking into the appropriate funding for current and future pay periods. Complete associate appointments and reappointments, complete paperwork for associates (Joint Appointment, Affiliate appointments, Guest appointments, Visiting Scientists appointments, and Volunteers), process Oracle employee directory changes, filing, customer service for walk-in HR needs, and other duties, as assigned.

Percentage Of Time 10 Job Duty Category Business Operations Support Duty/Responsibility

Provide primary Microbiology main office customer service and reception duties. Provide customer service by assisting students, visitors, and faculty as necessary and monitoring student hourly front-line customer service as needed. Coordinate travel and process travel documents including review of expenses (allowable, allocable, reasonable, and appropriate), interpret travel guidelines and enforce travel regulations. Reallocate Procurement Card expenses by reviewing expenses for appropriateness of expenses within CSU, state and federal financial policies and procedures. Enter Kuali financial documents, including internal orders, internal billings, disbursement vouchers, requisitions, etc. Act as a procurement and Kuali resource for faculty, lab managers, and other DMIP personnel.

Percentage Of Time 35 Job Duty Category Microbiology Facility Coordination Duty/Responsibility

As back-up building proctor and key manager, respond to facilities needs by coordinating with CSU Facilities and external vendors to repair and replace capital assets, identify areas of concern, equipment moves, office space assignments, and storage needs. Perform proactive building walk-throughs to identify areas of concern and take appropriate measures to mitigate risks in the physical and environmental setting. Maintain up-to-date phone tree and the Emergency Response Plans for the Microbiology Building. Assist in development of facilities and safety trainings for Microbiology Building administrative and lab staffs.

Percentage Of Time 10 Job Duty Category Internal and External Web Support Duty/Responsibility

Working with the DMIP Web and Technology Coordinator, collaborate with departmental stakeholders to assess web needs, and develop external web tools and web presence. Develop new web pages and update existing web information to be aligned with departmental strategies and upcoming events and staffing changes. Monitor web pages to implement web accessibility standards, CSU branding requirements, and search engine optimization. Working closely with the DMIP Web and CVMBS Communications teams, implement technical and communication best practices. Act as a resource to other administrative team members, faculty, and staff for intranet and web needs.

Percentage Of Time 5

Special Instructions to Applicants

For full consideration please apply by 4/15/2018, 11:59 pm (MT). Interested applicants must submit a cover letter which addresses how professional experiences align with required and preferred qualifications of the position, a current resume, and the names, email addresses, and telephone numbers of three professional references. References will not be contacted without prior notification of candidates.

Search Contact Beverly Meyer,

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.