Job Information
State of Colorado Administrative Assistant III to the Dean of CSTEM in Pueblo, Colorado
Administrative Assistant III to the Dean of CSTEM
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Administrative Assistant III to the Dean of CSTEM
Salary
$49,848.00 - $69,792.00 Annually
Location
Pueblo, CO
Job Type
Full Time
Job Number
GGJ-270-11/24
Department
Colorado State University Pueblo
Opening Date
11/08/2024
Closing Date
11/25/2024 8:00 AM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
2200 Bonforte Boulevard Pueblo, CO 81001
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
HR margaret.miller@csupueblo.edu
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
The College of Science, Technology, Engineering and Mathematics exists to oversee and facilitate collaboration among the departments/programs of Biology/Wildlife and Natural Resources, Civil Engineering Technology, Chemistry/Cannabis Biology and Chemistry, Construction Management, Engineering, Mathematics, and Physics to better serve the students at Colorado State University Pueblo.
CSU Pueblo is dedicated to interdisciplinary learning and entrepreneurship that elevates our people and our community, creates educational opportunities, fosters unique collaborations, and supports inclusion, access, and affordability as a gateway to the world.
Description of Job
This full-time position exists to provide office support and serve as liaison between departments/programs and other university units for the Dean of the College of STEM. Included in these services are assistance to administrators, faculty, staff, students and the general public through personal as well as telephone, email, fax and written contact.
Administrative Assistant class series description available online (https://drive.google.com/a/state.co.us/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view)
* Anticipated start date of 1/16/25*
Primary Duties:
Provide administrative clerical support to the Dean and Departments of the College of STEM
Position provides administrative support directly for the Dean and as needed for the Department Chairs and Associate Dean, all full-time CSTEM faculty, all part-time and adjunct CSTEM faculty;
provides guidance and indirect supervision to clerical support staff;
interprets and explains office policies and procedures utilizing state, university and department policies; instructs office users in the use of office equipment;
schedules and screens appointments for the Dean with university administrators, faculty, staff, students, members of the community and general public; the appointments are scheduled on the Microsoft Outlook electronic calendar;
serves as the office point of contact for in- and out-of-state travel; develops and instructs on travel procedures which include travel authorization form, travel reimbursement forms, meal per diem rates and mileage codes for budget entries;
handles monthly copier bills and copier maintenance, IT, CRA, and other electronic requests;
prioritizes clerical work for timely and accurate flow of work insuring that needed signatures are in place when necessary.
Position is also responsible for the hiring and supervision of workstudy students for the Office of the Dean and serves as a delegate for workstudy and hourly timesheets and AIS processes for the departments within the College of STEM.
Compose, develop, draft, proofread, compile and produce correspondence; technology, and data bases
Position composes, drafts, proofreads and produces final copies of correspondence to file, distribute or mail; gathers information, researches and supplies information for responses and reports; develops forms, form letters, formats for reports and other correspondence using a variety of software programs; creates and maintains data bases for use in generating various reports as well as mail merges to produce labels and envelopes; generates Computer Resource Application forms for access to the AIS system, budget reports, student employee job site, etc..
Adhering to all FERPA rules and regulations, position compiles information and documents to maintain department files, student files and alumni records, all of which may include confidential information.
Ensures new faculty and staff have completed all on-boarding processes with needed network and computer access. Coordinates data input of documents by student staff. Updates and coordinates changes to the CSTEM website including looking for outdated content, changes to curriculum, and other necessary website communications.
Position efficiently arranges and accesses files for the needs of the office.
Position creates and maintains files that are pertinent to the activities and responsibilities of the Dean, both on computer network and in traditional files. Maintains files for all of the College of STEM faculty and staff, in addition to correspondence, financial affairs, grants and special programs.
Position organizes with the Dean the annual STEM research symposium including arranging venue, presentation boards, food and catering, program compiling and formatting, abstract submissions from participants, and coordination of activities the day of the symposium.
Verify and enter information of course offerings, course additions and changes; maintain associated reports
Position verifies information of CSTEM course offerings and changes for accuracy and completeness for all summer, fall and spring semesters; prepares department course semester schedules for assigned disciplines; disseminates draft course schedules to department chairs and monitors for return;
Works with the College's Department chairs to initially assign all building classrooms for courses offered; inputs semester instructors, times classes meet, buildings, classrooms and instructor data into the appropriate software system; accesses the software systems to create additional semester courses generating new call numbers when all data required has been entered; accessing the software systems, monitors room usage and checks for classroom availability; when available, assigns extra classrooms for semester courses, reserves available classrooms and/or computer lab for conferences or special-needs courses for CSTEM disciplines;
prepares class supplemental or class change forms with department chair signatures for approval and manually enters the additions, deletions, and/or changes into the AIS system; ensures semester course class cancellation and room change notices are entered into the software systems and properly prepared and posted; proofs CSTEM Course Master Summary, Bulletin and Room Schedule reports for accuracy to be ready for printed publication and on-line posting in a timely manner,
Meeting all university and record's office deadlines, generates and maintains reports from the software system of course offerings and room scheduling.
Serve as the point person for creating contracts for CSTEM respective areas
Position creates Requests for Job Offer/appropriate Job Offer Letters, supplemental Pay Request Forms/appropriate Supplemental Pay Request documents using the appropriate electronic system.
Position also generates for routing signature approvals the Authorization to Recruit/Hire form in order to post for new administrative, faculty and classified employee announcements.
At-Will, exempt, faculty, adjunct faculty, graduate assistants, supersede, supplemental and administrative/professional employee contracts are initiated by the Department Chair and approved by the Dean and the position enters all required information to initiate and route the appropriate documents. Position follows through with contracts that are routed, cancelled, or hung up, resolving routing and contract issues.
Serves as a resource for faculty and staff within the college on matters pertaining to paying students, supplemental contracts, stipends, reimbursements, and other payroll and student employment matters.
Oversee the budget and purchasing for the College of STEM Dean’s Office; monitors the budgets of the department and programs within the College.
Position monitors accounts funded by grants and special programs; investigates discrepancies reported in the University budget software systems, requests journal entries and works with Accounting Office to correct discrepancies; assigns the appropriate fund numbers, cost centers, object codes and descriptions, position processes Inter-Departmental Transactions (IDVs), CSU Pueblo Foundation Withdrawal Requests, Official Function and Deposit forms; sends receipts to payers for cash and checks deposited.
Position determines proper method for purchases.
Position researches vendors and determines best prices for instructional and office supplies; determines proper method for purchasing equipment, course materials, office and classroom supplies from various accounts by utilizing purchase orders, check requests, or the procurement card; position verifies accuracy of prices and available discounts as well as shipping and handling charges; tracks orders, requests back-up information, signs for deliveries and approves invoices for payment; maintains office procurement card logs assigning the correct account numbers to be charged before the University Accounts Payment monthly deadline;
Position is responsible for the copy machine located in Room 106 by taking monthly readings and forwarding readings to the vendor as needed for billing.
Salary:
$4,154.00 - $5,816.00 Monthly
$49,848.00 - $69,792.00 Annually
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
THIS JOB ANNOUNCEMENT IS OPEN TO
CURRENT STATE OF COLORADO RESIDENTS ONLY
Minimum Qualifications
Experience Only:
Three (3) years of relevant experience in an occupation related to the work assigned to this position
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
Preferred Qualifications
Experience with budgeting
Experience with Kuali system
Experience applying State Fiscal Rules and Purchasing Guidelines
Experience following State Travel Guidelines
Excellent written communication skills
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 atwww.colorado.gov/spb.
A standard appeal form is available at:spb.colorado.gov. 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 or complete form at https://spb.colorado.gov/filing-appeals. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Supplemental Information
Applicants must attach the following documents, in order to be considered for this position:
a letter of intent (cover letter) detailing the extent to which you meet the minimum requirement and preferred qualifications for this position
a current resume or CV
current contact information for threeprofessionalreferences either within the online application or as an attachment; personal references will not count towards this requirement
Additionally, applicants must attach an official or unofficial transcriptonlyif using education to substitute for some or all of the experience requirement.
Applications submitted without the required attachments above will be considered incomplete and will not move forward in the selection process.Once submitted, applicants will not be able to make changes or add information to their application packet, with the exception of their personal contact and demographic information.
Early submission of application materials is encouraged. The position will remain open until 8am Monday, November 25th, 2024; all applications received by that time will be reviewed.
All interested candidates are encouraged to apply through the on-line application system;paper applications (https://careers.colorado.gov/sites/careers/files/documents/Colorado-Paper-Application-202011-enabled.pdf) (including all requested attachments) may be submitted to the address listed below and must be receivedin officeby8am Monday, November 25th, 2024, to be considered for this position.
CSU Pueblo Human Resources Department
2200 Bonforte Blvd, Admin #307
Pueblo, CO 81001
Attn: Margaret Miller
About Colorado State University Pueblo
Colorado State University Pueblo is a comprehensive state university with an enrollment of 4,000 students. CSU Pueblo provides relevant professional coursework and superior instruction with a small student-to-faculty ratio for an ever-changing global economy. Students can choose from 38 undergraduate programs with 70 fields of study in the College of Science, Technology, Engineering and Mathematics; the Hasan School of Business, the College of Humanities, Arts and Social Sciences; and the College of Health, Education, and Nursing; and 15 graduate programs.
CSU Pueblo is dedicated to interdisciplinary learning and entrepreneurship that elevates our people and our community, creates educational opportunities, fosters unique collaborations, and supports inclusion, access, and affordability as a gateway to the world. CSU Pueblo is equally committed to serving the diverse population of the region; this emphasis is reflected in the demographic characteristics of the student body. Because more than 25 percent of our students are Hispanic, the Federal Government has designated CSU Pueblo a Hispanic Serving Institution. Besides reflecting our commitment to serve this critically important and rapidly growing segment of the student population, that designation also allows the University to compete for certain federal grant funds to support its ability to better serve all students.
Among its unique features, CSU Pueblo is one of seven schools in the nation to offer a degree in mechatronics, which combines electrical and mechanical engineering. The Hasan School of Business ranks among the top 15 percent of all business schools internationally with graduate and undergraduate programs in business administration accredited by the AACSB International Board of Directors. The College of STEM houses an undergraduate engineering program that was ranked in the nation's top 100 byU.S. News and World Report. CSU Pueblo has an ever-changing campus landscape that features a newly renovated Library, a new general academic classroom building, and a newly renovated and expanded student center.
At CSU Pueblo, Student Life offerings have increased significantly with the transition of the campus from a commuter environment to a more traditional collegiate experience. Competing at the NCAA Division II level, CSU Pueblo is a member of the Rocky Mountain Athletic Conference and offers 22 varsity intercollegiate sports and also has active intramural and club sports teams that allow students to get involved in campus life.
Colorado State University Pueblo offers a comprehensive benefits package including:
Medical and prescription insurance
Dental insurance
Vision insurance
Flexible benefit plan
Basic term life insurance
Voluntary term life and AD&D lnsurance
Long-term disability insurance
Employee assistance program
Travel accident insurance
Voluntary critical illness and accident insurance
Annual and sick leave
Retirement plans
Employee and dependent tuition discounts
State employee discounts via BenefitHub
Other incentives include v arious on-campus event, recreation, and meal discounts.
About Pueblo, Colorado
The city of Pueblo is a historically and culturally rich, diverse city of more than 100,000, located in the southern part of the state along the Arkansas River near the Wet Mountains and the majestic Sangre de Cristo range. Pueblo enjoys ideal year-round climate with four distinct mild seasons, crisp mountain air and 300+ days of sunshine per year. Pueblo attracts outdoor enthusiasts to a full slate of summer and winter recreational activities, encompassing water sports at Lake Pueblo, biking or running along Pueblo's beautiful river trail system, golfing, tennis, hiking or skiing in the mountains to the west. The region is heavily agricultural, with large and small-scale farming and ranching, and a diverse mix of service, manufacturing, and technology industries.
CSU Pueblo is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Background checks may include, but are not limited to, criminal history (felony and misdemeanor), national sex offender search, and/or motor vehicle history. Candidates who are extended an offer of employment must submit to and pass a background check prior to beginning employment. Some positions depending on the job duties may be required to complete a DMV and/or credit check.
The University reserves the right to check additional references, with prior notification given to the candidate.
Note: The successful candidate must provide official transcripts of academic work completed and, under U.S. Citizenship and Immigration Services regulations, be able to submit evidence of the ability to accept work in the U.S. by the day employment begins.
It is the policy of Colorado State University Pueblo to provide reasonable accommodations for employees and applicants with disabilities. If you need accommodations, please contact the Office of Human Resources & Institutional Equity at (719) 549-2441 or hr@csupueblo.edu.
In compliance with the Clery Act of 1990, the University's annual security report is available at: https://www.csupueblo.edu/campus-safety.
Colorado State University Pueblo is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status. Additionally, the University complies with all other relevant, federal, state, and local laws regarding employment practices.
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
Are you a current State of Colorado resident?
Yes
No
02
As listed in the "Supplemental Information" section of the job announcement, have you uploaded the required cover letter detailing the extent to which you meet the minimum requirement and preferred qualifications for this position?
Yes
No
03
Have you uploaded the required resume/CV?
Yes
No
04
Have you included the required three professional references with current contact information?
Yes
No
05
Is it your intention to substitute related education on a year-for-year basis for some or all of the experience requirement?
Yes
No
06
Have you attached an unofficial transcript if using education to substitute for some or all of the experience requirement?
Yes
No
07
Do you acknowledge that failing to include the required attachments will result in your application not being considered?
Yes
No
Required Question
Agency
State of Colorado
Address
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the "Printer" icon located above the job title
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Website
https://careers.colorado.gov/
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