Executive Assistant Internal Auditing

Recruiter
Colorado State University
Location
Fort Collins, Colorado
Posted
09 Jun 2018
End of advertisement period
24 Jun 2018
Ref
57115
Contract Type
Permanent
Hours
Part Time

The Internal Auditing Department (IA) supports the mission of the Colorado State University System by providing an independent and objective assurance and consulting activity, designed to add value and improve the Colorado State University System operations. Internal Audit adds value by bringing a systematic, disciplined approach to evaluation of the effectiveness, efficiency, and application of accounting, financial, and other internal controls necessary to accomplish System and institutional objectives in compliance with policies and procedures, regulatory requirements, and sound business practices.

Position Summary

This position reports to the Director of the Internal Auditing Department. The position performs a variety of technical and administrative duties as required by the daily operations of the Department.

Required Job Qualifications

  • Bachelor’s degree in business or a related field associated with the duties of this position OR a Bachelor’s degree in any field AND two years of professional experience directly related to the duties of this position.
  • Proficiency with Microsoft Word, Excel, and Outlook
  • Demonstrated attention to detail
  • Ability to effectively collaborate with diverse constituents using clear written, verbal, and interpersonal communication skills
  • Ability to apply the rules of grammar to written work products
  • Experience with completing work while performing under competing deadlines, shifting priorities, interruptions, and limited time frames.

Preferred Job Qualifications

  • Experience supporting professional staff
  • Proficiency with Microsoft Access, Microsoft PowerPoint, and Adobe Acrobat
  • Knowledge of budgeting and accounting principles
  • Working knowledge of Human Resource Information Systems and Financial Management Systems
  • Ability to identify and implement systems, policies, procedures, and guidelines to increase efficiency, enhance communications, organization and tracking of issues and documents including the oversight and management of the implementation of these systems and procedures

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 Reporting Duty/Responsibility

  • Use Microsoft Word to proofread, format, publish, and distribute Internal Audit reports, correspondence, and other documents, including production of paper reports for recipients and office files.
    • Edit according the CSU Writers Style Guide.
    • Format according to the Internal Auditing Manual.
  • Use Microsoft Word and Microsoft Access to prepare the Internal Auditing materials for bimonthly Board of Governors meetings.
  • Use Microsoft Access to maintain database for audit recommendations and generate reports. Notify auditors when target implementation dates arrive.

Percentage Of Time 25 Essential Duties

Job Duty Category Administrative Duty/Responsibility

  • Prepare correspondence for professional staff of seven and ensure office materials are mailed properly.
  • Maintain Internal Auditing files and records in accordance with university and state policies.
  • Respond to requests for archived reports after consulting with the Internal Auditing Director or Designee.
  • Serve as the departmental HR liaison.
    • Attend bi-monthly HR liaison meeting to keep staff informed of relevant updates.
    • Reconcile leave records.
    • Prepare on-boarding and off-boarding materials for new and departing employees.
    • Create departmental HR entries in the Oracle HR System.
  • Perform administrative tasks related to office purchases:
    • Determine proper method for purchasing equipment and office supplies from departmental account and initiate purchases using university applications or a university procurement card.
    • Maintain electronic and hard copy files of supporting documentation.
    • Ensure proper storage of office supplies and equipment upon receipt.
    • Reconcile expenses on a monthly basis.
  • Use the Kuali Financial System to process travel documents and post-travel documents for the Director and Internal Auditing Staff according to university policies and procedures.
  • Use Microsoft Outlook to maintain appointment schedules and arrange meetings for the Internal Auditing Director and staff.
  • Coordinate logistics related to staff meetings and retreats.
  • Maintain the IA pages on the Colorado State University System website.

Percentage Of Time 50 Essential Duties

Job Duty Category Auditing Support Duty/Responsibility

  • Perform duties to assist in the completion of internal audit assignments:
    • Create electronic surveys in Survey Monkey at the direction of auditors. Monitor survey responses and provide survey results to the auditors.
    • Query financial systems and records as requested by auditors to provide financial information for analysis.
    • Gather other information for audits at the direction of the audit staff.

Percentage Of Time 25 Application Details

Special Instructions to Applicants

For full consideration, please apply by 6/24/2018, 11:59 pm (MT). Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, email addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates.

Where applicable, please provide examples with regard to:

  • Proficiency with Word, Excel, Outlook, Access, PowerPoint, and Adobe Acrobat.
  • Experience supporting professional staff.
  • Experience with completing work while performing under competing deadlines, shifting priorities, interruptions, and limited time frames.
  • Experience with Human Resource Information Systems and Financial Management Systems.
  • Ability to identify and implement systems, policies, procedures, and guidelines to increase efficiency, enhance communications, organization and tracking of issues and documents including the oversight and management of the implementation of these systems and procedures.

The successful candidate must be eligible to work in the United States by the proposed start date. The Department of Internal Auditing will not sponsor a visa.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires) Search Contact Amber Riley, (970) 491-6176, amber.riley@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.