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Office Coordinator

University of Colorado Denver

Office Coordinator - 34171 University Staff Description

Position Details

University of Colorado | Denver

Official Title: Business Services Professional

Working Title: Office Coordinator

FTE: Full-time

Salary Range: $56,966

Position #00824520 - Requisition #34171

Join the University of Colorado Denver

About the University of Colorado - Denver (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=https://www.ucdenver.edu/about-cu-denver)

The University of Colorado Denver is the state's premier public urban research university and equity-serving institution. Globally connected and locally invested, CU Denver partners with future-focused learners and communities to design accessible, relevant, transformative educational experiences for every stage of life and career. Across seven schools and colleges in the heart of downtown Denver, our leading faculty inspires and works alongside students to solve complex challenges through break through innovations and impactful research, and creative work. As part of the state's largest university system, CU Denver is a major contributor to the Colorado economy, with 2,000 employees and an annual economic impact of $800 million. For more information, visit ucdenver.edu .

Job Description

• Applications are accepted electronically ONLY at www.cu.edu/cu-careers (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=http://www.cu.edu/cu-careers) *

The Center for Identity & Inclusion (formerly known as Educational Opportunity Programs) was established in 1969. Comprised of six primary programs, the Center for Identity & Inclusion (CII) provides historically marginalized and traditionally underserved student groups with the essential tools, academic resources and opportunities to succeed at the University of Colorado Denver (CU Denver). The six primary programs are: American Indian Student Services, Asian American Student Services, Black Student Services, Latinx Student Services, Undocumented Student Resources, and the Women & Gender Student Services. Furthermore, we acknowledge, support and embrace intersectionality and our aim is to bridge identity groups across acknowledged lines of difference. Each program offers a variety of services that are geared toward a specific affinity group, however, all of our services, programs and events are open and available to all CU Denver students.

The Office Coordinator will be vital to the future success of the Center for Identity & Inclusion (CII) as the team prepares to start the 2024-25 academic year in a new office. Developed as a multifaceted position, the Office Coordinator is responsible for providing a wide range of administrative functions and support designed to achieve the educational objectives of CII. At the core, this position will lead the front office operations and provide support to the six primary programs within CII, including budgets and oversight of purchasing, hiring student employees, and serving as the Center's liaison to the central budget office, Procurement Service Center, and Human Resources. Being organized, efficient and skilled is important for this position, but being compassionate and empathetic to people from diverse backgrounds is essential. In addition, the Office Coordinator will provide administrative support to the Asian American Native American Pacific Islander Serving Institution grant project proportionate to the level of funding for the position.

Office Coordinator

What you will do:

Office Management (30%):

• Directly responsible for the development, implementation, and evaluation of the front office day-to-day operations: Maintain high standards of customer service, ensuring all visitors are met and provided with exceptional service; schedule, supervise, train and evaluate student employees (i.e., Desk Assistants) assigned to the front desk; design and implement a process to field phone calls and assist with walk-ins, answering when able and routing as appropriate; and design and implement student intake form to be used as an instrument to compile inquiries, manage referrals and conduct follow-up.

• Provide general office support and work with the Senior Director to identify workflows and office logistics, improving where necessary to maximize resources and efficiencies.

• Develop and maintain office filing and retention system.

• Maintain office supplies, equipment (e.g., central photocopier), and employee technology, including coordination of maintenance, repair, and replacement.

• Ensure the facilities are kept tidy, well-maintained, safe and presents a professional but warm and inviting environment for students, faculty, staff, and visitors. Areas of focus should include the front office area (i.e., waiting area and front desk), student lounge area, staff conference room, solution room, and computer lab.

• Manage and maintain reservations for the staff conference room (room 2111) and solution room (room 2101).

• Maintain CII webpages and ensure pages are up to date and adheres to university guidelines.

• Assist in preparing office handbooks, manuals, and reports.

Fiscal Management (35%)

• Implement and follow all financial and general processes for the CII budgets in collaboration with the central budget office and Procurement Service Center.

• Manage purchasing for all CII programs and events, including supplies and equipment, subscriptions, placing orders for food and/or catering, and overseeing the supply purchasing process while seeking input and authorization for advanced or critical decisions.

• Coordinate the procurement processes from beginning to close: consultation and coordination with PSC; documented quotes, and other vehicles for vendor identification and selection; purchase orders; project progress and receipt of deliverables with project lead; invoice payment; and vendor relationship management.

• Responsible for reconciling procurement expenses and assisting staff with travel card expense reports. Reconciliation includes assuring compliance with purchasing rules and travel expense guidelines, and informing staff of changes in policy, in addition to periodic re-training.

• Create and submit requests for payments. Initiate appropriate forms, including entering and disseminating forms to the appropriate system or persons responsible. These forms may include scope of works, official functions, payment vouchers, cash receipts, additional pay and more.

• Support Program Directors throughout the fiscal year on budget planning, tracking of expenditures, purchasing, vendor payments, travel, and fiscal year-end accounting.

• Coordinate with Senior Director and central budget office to schedule and implement quarterly budget meetings with Program Directors.

• Work with Senior Director and/or Associate Vice Chancellor of DEI on preparing, monitoring, reporting and revising CII budgets.

• Stay abreast of changes to budget policies and procedures by attending liaison meetings, completing trainings and maintaining communication between areas. Disseminate information to staff as appropriate.

Human Resources (HR) & Student Employment (25%):

• Serve as liaison between HR and CII by providing guidance to staff on HR policies and procedures.

• Support Program Directors to develop student position descriptions and work with Career Services to request job postings in Handshake for student employees.

• Participate in the selection and training efforts for all student employees.

• Initiate and complete the hire of work-study and hourly student employees, ensuring all required paperwork (e.g., background checks, I-9, E-Verify) is gathered and processed in a timely manner.

• Coordinate with Financial Aid & Scholarships Office to verify student work-study funds and eligibility.

• Collect and post timesheets for student and professional staff payroll in HCM.

• Maintain accurate HR and student employment records, and ensure proper documentation and filing.

• Stay abreast of changes to HR policies and procedures by attending HR Community meetings, completing trainings and maintaining communication between areas. Disseminate information to staff as appropriate.

Other Support (10%):

• Provide administrative support to the Senior Director by scheduling meetings, preparing and distributing agendas, and taking minutes as requested.

• Work closely with Facilities, OIT, and building security in support of issue/problem resolution.

• Serve as a backup to the Executive Assistant for the Vice Chancellor for Diversity, Equity & Inclusion as appropriate.

• Coordinate with Program Directors to compile content for the monthly DEI newsletter.

• When needed, support event set up and clean up.

Qualifications you already possess (Minimum Qualifications)

• Bachelor's degree in business, finance, accounting, marketing, communications, human resources, project management, information systems, or related field from an accredited institution.

• 1 years of work experience in finance, human resources, business operations, and/or office management.

• Experience in higher education

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Preferred Qualification to possess (Preferred Qualifications)

• 3+ years of related work experience in extensive, diverse, and progressively responsible roles in finance, human resources, business operations, and/or office management including serving as a member of a unit leadership team.

• Experience with PeopleSoft HCM, CU Data or similar software for HR, budgeting, and planning tools.

• Experience with Concur or similar software to process expense reports and travel reimbursements.

• Experience with CU Marketplace or similar software to manage vendors, processing purchase orders, payables, and/or supply ordering.

• Experience with budget and expense forecasting, planning, and reconciliation in a professional environment.

• Experience with HR services to include employee onboarding, leave, payroll, performance management, learning and development, employee engagement, and similar functions.

• Experience working at an Asian American Native American Pacific Islander Serving Institution and/or Hispanic Serving Institution.

Knowledge, Skills, and Abilities

• Demonstrated understanding of the highest levels of discretion and confidentiality.

• High-level of proficiency in Excel to develop formulas, automated reports, among other skills, to support fiscal responsibilities.

• Proficient in website, social media, and publication design, including creating and organizing information in a clear, logical way to achieve communication goals.

• Ability to communicate effectively, both in writing and orally.

• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

• Outstanding customer service skills.

• Demonstrated commitment and leadership ability to advance diversity and inclusion.

• Ability to manage multiple tasks simultaneously, adapt to changing priorities, manage time, and meet deadlines.

• Familiarity with State of Colorado fiscal policies and procedures.

Conditions of Employment

• Occasional work during the evening and/or weekends may be required.

• This position requires an onsite presence on campus 5 days a week.

As of 7/1/2023, The University of Colorado recommends employees be fully vaccinated from the COVID-19, but is not required. COVID recommendations and information can be found at: https://www.ucdenver.edu/coronavirus (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=https://www.ucdenver.edu/coronavirus)

Compensation and Benefits

The salary range (or hiring range) for this position has been established at $56,966.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado Denver provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=https://www.cu.edu/employee-services/benefits)

Total Compensation Calculator: http://www.cu.edu/node/153125 (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=http://www.cu.edu/node/153125)

Application Deadline

Applications will be accepted until the position is filled. Preference will be given to complete applications received by July 24, 2024. Those who do not apply by this date may or may not be considered.

Required Application Materials:

To apply, please visit: http://www.cu.edu/cu-careers (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=http://www.cu.edu/cu-careers) and attach:

1. A cover letter which specifically addresses the job requirements and outlines qualifications

2. A current CV/resume

3. List of three references (we will notify you prior to contacting both on and off-list references)

Background Check Policy

The University of Colorado Denver strives to maintain a safe and productive educational, clinical, research and employment environment. All prospective employees and current employees must, therefore, consent to and pass background checks prior to any final appointment/employment.

Diversity and Equity

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at workplaceengagement@ucdenver.edu (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=workplaceengagement@ucdenver.edu) .

The University of Colorado Denver is committed to recruiting, retaining, and promoting diverse faculty and staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from Black, Indigenous, and people of color, women, persons with disabilities, persons within the LGBTQ+ community, and veterans. The University of Colorado is committed to diversity and equity in education and employment.

Questions should be directed to Tawnya Boulier, Tawnya.Boulier@UCDenver.edu (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=Tawnya.Boulier@UCDenver.edu)

Application Materials Required: Cover Letter, Resume/CV Job Category

: Business Services Primary Location

: Denver Department: U0001 -- Anschutz Med Campus or Denver - 30334 - ADM CHAN DEN Diversity Office Schedule

: Full-time Posting Date

: Jul 10, 2024 Unposting Date

: Ongoing Posting Contact Name: Tawnya Boulier Posting Contact Email: Tawnya.Boulier@UCDenver.edu (https://apptrkr.com/get_redirect.php?id=5410465&targetURL=Tawnya.Boulier@UCDenver.edu) Position Number: 00824520

To apply, please visit: https://cu.taleo.net/careersection/2/jobdetail.ftl?job=34171&lang=en (https://apptrkr.com/5410465)

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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.