Transfer/Reinstatement Administrative Assistant

Recruiter
Colorado State University
Location
Fort Collins, Colorado
Posted
09 Jul 2018
End of advertisement period
06 Aug 2018
Ref
57869
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

The Academic and Student Affairs Office is the arm of the College of Engineering Dean’s Office, which supports student services. Our office helps in the recruitment, retention, counseling, career and curriculum support for the undergraduate students in the College of Engineering. Our office advises 2 majors, supports the College Curriculum Committee, and participates in or coordinates many of the events the College puts on. In addition, we are the first point of contact for many of our incoming students and their families, both undergraduate and graduate. The office houses advising, career services and the Diversity Programs in Engineering.

Position Summary

This position provides administrative support for the Associate Dean, the Director of Engineering Success Center, the Manager for Student Initiatives; the coordinator for Diversity Programs in Engineering and the Academic Support Coordinator. Administrative support to the College Curriculum Committee; support for a number of College Events that are originated in the office. The position also supervises 6-7 front desk student staff members.

Minimum Qualifications

Qualified applicants must be certified at the Administrative Assistant II state classified level or higher, and either currently or previously be working at the Administrative Assistant II level or higher in the state classified personnel system to be eligible for this opportunity.

Substitutions Preferred Qualifications

Highly sought applicants will have many of the following:

  • Demonstrated abilities in administrative tasks such as scheduling, supply ordering, and front desk receptionist tasks.
  • Experience and abilities in supporting recruitment activities and familiarity with new-hire paperwork.
  • Attention to detail and abilities in managing several schedules at once: schedules the calendars of up to 6 professionals.

Essential Job Duties

Job Duty Category Administrative Support Duty/Responsibility

  • Tasks include scheduling, supply orders, letter production and mailing, front-desk reception, managing email requests from Engineering student organizations, maintaining a current list of Academic and Student Affairs (ASA) student staff and individual student pay scales and scholarship administration support.
  • Provide all clerical support for the Academic and Student Affairs Office within the College of Engineering.
  • Assist with recruiting activities by preparing correspondence and ensuring the accuracy of any outgoing correspondence by verifying information with established databases and other sources including Admissions, Scholarships, Career Development and other correspondence as required.
  • Maintain current list of Student Organizations and cabinets within the College.
  • Coordinate room scheduling for events by coordinating with Classroom Scheduling and with the Lory Student Center.
  • Order, inventory and maintain adequate levels of supplies including basic office supplies, printed stationary, envelopes, business cards for all office constituents; assists with ASA and College event tracking (Engineering Exploration Day, Career Fair, etc.); nametags and office furniture, etc. Manages ASA mail processes, including monitoring of the Scott Building receiving cage.
  • Prepare necessary forms and contracts as they arise (fax, printer, copier, etc.) assist in the selection of new office equipment and manage the maintenance of office equipment.
  • The position supervises the ASA front desk students, which includes posting job descriptions, interviewing and assigning tasks and all hiring paperwork for students.

Percentage Of Time

70

Essential Job Duties

Job Duty Category College of Engineering Curriculum Committee Administrative Assistant Duty/Responsibility

  • Provide clerical support for the College Curriculum Committee.
  • Schedule meetings; prepare agenda; log items for review and maintain database of curricular items that have been up for review during the academic year. The database contains all decisions made by both the CCC and the University Curriculum Committee.
  • Send out an emailed agenda with pdf files attached within several days of the upcoming meeting to allow the CCC members to review the materials in advance of the meeting.
  • Take minutes at the meeting and review the paperwork submitted for the CCC chair and UCC representative to sign.
  • Submit all electronic documents to the Curriculum and Catalog Office for UCC and Faculty Council consideration.

Percentage Of Time

10

Essential Job Duties

Job Duty Category Calendar Management Duty/Responsibility

  • This position is responsible for scheduling and maintaining the calendars and appointments for between 4-6 full-time administrative professionals.

Percentage Of Time

5

Essential Job Duties

Job Duty Category Special Projects Duty/Responsibility

  • Assist with special projects and reports as necessary, including ABET accreditation reports and processes, Ram Orientation support for the College, new student admit processes and correspondence, College scholarship correspondence and participation in College faculty/staff searches as administrative support.

Percentage Of Time

15

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

  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office HR_Employment@mail.colostate.edu.

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.

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.

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.