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Posting Detail Information

Working TitleOffice Operations Coordinator and Assistant to the Department Head

Position LocationFort Collins, CO 80523

Work LocationPosition is fully in-office/in-person

Type of PositionFull-time

Classification TitleAdmin Assistant III

Posting Number202400081P

Position TypeState Classified

Open Date06/27/2024

Close Date07/10/2024

Salary$4,154 - $4,985 monthly

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment todiversity, equity and inclusion (https://inclusiveexcellence.colostate.edu/about/) , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf)

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

State Classified HourlyNo

Overtime Eligible

Description of Work Unit

The work unit exists to deliver a high quality graduate education in the area of Occupational Therapy (OT). The graduate program is highly ranked and nationally accredited. It promotes excellence related to the discipline of occupational therapy through teaching, research and service.

Position Summary

The Office Operations Coordinator and Assistant to the Department Head is a full-time position that reports to the Department Head and works with the department staff to provide support to the academic unit.

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

• A combination of experience providing general clerical support and/or coursework in a related field, equal to 3 years. (30 credits = 1 year of experience). *Please note, unofficial or official transcripts must be attached.

Substitutions

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Demonstrated work experience in a fast-paced environment and capacity to meet due dates and timelines in an organized, efficient manner.

• Strong organizational skills.

• Expertise in Microsoft applications.

• Evidence of excellent skills for verbal and written communication.

• Demonstrated ability to work effectively in a collaborative team environment.

• Demonstrated commitment to and understanding of DEIJ .

• Experience with supervision of hourly employees and/or graduate assistants

• Directly related state service experience

Essential Job Duties

Job Duty CategoryOffice Operations, Department Support & HR

Duty/Responsibility

• Utilize systems including Talent Management System, Oracle HR, Handshake, and Time Clock Plus to recruit, hire, and maintain hourly employees

• Serves as Departmental HR liaison, including attending monthly HR community meetings, being the first point of contact for any HR needs or general questions.

• Provides administrative support to search committees

• Process travel authorizations and reimbursements in Kuali.

• Supervise and assign tasks to Graduate Student Assistants.

• Manage the leave process which may include working in Time Clock Plus, inputting holidays, special leave, parental leave, FML , post doc leave, etc.

• Develop and oversee processes to ensure coverage of front desk and building opening and closing procedures.

• Serve as primary building proctor.

• Organize and manage department records.

• Procure supplies and equipment for the department and front desk.

• Manage office operations including keys, key card access, staff/department computers, repairs, etc.

• Organize department hiring searches, which includes creating interview schedules and submitting appropriate documents in TMS .

• Manages billing and procurement for Department Centers (Assistive Technology Resource Center and Center for Community Partnerships)

• Serve as p-card reallocator for all department p-card transactions.

• Creates onboarding materials for new faculty, staff and student hires.

• Identify and interpret/analyze data outputs for use in program evaluation.

• Develop electronic surveys and extract/summarize data output to inform decision making.

• Serves as interface with community members to facilitate appropriate departmental connections.

Percentage Of Time60

Job Duty CategoryAdministrative Support

Duty/Responsibility

• Provide administrative support to the Department Head, including supporting the annual evaluation process for faculty, creation of tenure and promotion dossiers, scheduling meetings and maintaining calendar, preparing meeting agendas and minutes as needed, providing information to the Department Head as needed.

• Works as an active member of the staff, engaging in discussion and contributing to decision making and all critical missions as defined by the Department Head

Percentage Of Time25

Job Duty CategoryEvent Coordination

Duty/Responsibility

• Manage, plan, and execute departmental events, including but not limited to the Yamagata visit, celebrations, AOTA Alumni Social, and Knowledge Exchange, including securing site, catering, and all other event logistics.

• Works as an active member of the staff in executing student celebrations, including but not limited to convocation, graduation, end of year events.

Percentage Of Time15

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 theWork Experiencesection 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 theWork Experiencesection of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.

• TheWork Experienceis 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 theWork Experiencesection 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 theWork Experiencesection of the Application.

• Positions requiring a degree or if using education as a substitution for work experience (e.g.: 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 theRequired Documentssection of the posting.

  NOTES

• Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

• The selection process for State Classified positions may include an exam(s) and interview(s) whichrequirecandidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.

• Pertinent updates to your Application status can be obtained by logging into your application account athttps://jobs.colostate.edu

• All status updates for this position will be sent via email fromhuman.resources@colostate.edu,hr_ta@colostate.edu, OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.

  FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO :

• Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30.All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

Diversity, Equity, and Inclusion at Colorado State University

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Talent Acquisition Team, athr_ta@colostate.eduor call (970) 491- MyHR(6947).

Department Contact Information

Human Resources – Talent Acquisition Team, athr_ta@colostate.eduor call (970) 491- MyHR(6947).

Please check the Help link online athttps://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 atHRServiceCenter@colostate.eduor (970) 491- MyHR(6947).

Conditions of EmploymentPre-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/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University 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 and equal access institution and 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. TheOffice of Equal Opportunity (https://oeo.colostate.edu/) is located in 101 Student Services.

The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715,titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836,oeo@colostate.edu.

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836,oeo@colostate.edu.

Any person may report sex discrimination under Title IX to theOffice of Civil Rights, Department of Education (https://www2.ed.gov/about/offices/list/ocr/docs/howto.html) .

Background Check Policy Statement

Colorado State University 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 for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also 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 atwww.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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you willing and able to submit to a pre-employment background check?

• Yes

• No

Applicant Documents Required Documents

• Resume

• Cover Letter

Optional Documents

• Unofficial Transcripts