Assistant to the Chair, Admin Assistant III, Anthropology and Geography

Posting Detail Information
Working Title Assistant to the Chair, Admin Assistant III, Anthropology and Geography
Position Location Fort Collins, CO 80523
Classification Title Admin Assistant III
Posting Number 202200404P
Position Type State Classified
Open Date 08/08/2022
Close Date 08/22/2022
Salary $4,534 Monthly + Full Benefits
Employee Benefits
Colorado State University ( CSU ) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU's Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ (%20https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/) and https://hr.colostate.edu/prospective-employees/our-perks/.
Full/Part Time Full-time
State Classified Hourly No
Overtime Eligible
Description of Work Unit
The Department of Anthropology and Geography exists to: 1) offer and maintain instructional programs that provide an understanding of the social, environmental, and evolutionary contexts of the human condition over time; 2) conduct research in programmatic areas of Environment, Development, Health and Well-Being, and professional techniques within the various sub-fields of anthropology and geography, in order to advance and expand knowledge in these respective fields; 3) actively participate in programs of interdisciplinary research.
Position Summary
Reporting to the department chair, this position is responsible for office and program management and support. It exists to assist with course scheduling, implement all office procedures; order textbooks and supplies; independently support, direct, and prepare files for all graduate students and undergraduate majors and minors in the department; schedule room reservations; execute special event planning; process special studies requests in Aries and maintain records; serve as a liaison to several outside stakeholders including the CLA Dean's Office and Academic Support Coordinator; and share in hiring, training and supervising of student and work-study staff.
Minimum Qualifications
Three years of general clerical experience.
Substitutions
At the agency's discretion, college or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis. *Please note, to use this substitution, a transcript must be attached at the time of application.
Preferred Qualifications
Highly sought applicants will have many of the following:
- Bachelor's degree preferred.
- Experience with CSU platforms such as Aries, Bookstore, Lighthouse, Oracle, Kuali, Slate, TMS , and courseleaf.
- Good organizational skills and attention to detail.
- Good oral and written communication skills.
- Good interpersonal skills and ability to deal with many different types of people.
- Reliability.
- Related State service experience.
Essential Job Duties
Job Duty Category Office management/administration
Duty/Responsibility
Initial contact person for department
Manage day-to-day operations of the dept office
Liaison with depts within CLA and other University Offices
Assist with copying, faxing, and scanning for faculty (including emeritus) and students.
Oversee deliveries from Central Receiving, as well as collect and distribute mail. Maintain and update department directories, mailboxes.
Oversee departmental supply and equipment (e.g. laptops, copier, printers) inventories, determining/recommending necessary purchases and when to surplus extra furniture and equipment.
Confirm accuracy of video and equipment lists, including check in/out of all dept equipment to faculty and students. Maintain Resource Video Library, which includes ordering videos, tracking a budget spreadsheet, and updating database.
Scheduling: Manage Chair, department, and conference room calendars. Update faculty leave calendar with travel dates.
Create/maintain desk manual for main office desk ensuring dept/college/university policies and procedures are current, that job duties are specific, information is clear and easily understood, and important dates and information are readily available.
Maintain dept listservs (tenure-track faculty, non-tenure-track faculty, GTA , and graduate students, and emeritus faculty) and dept social media accounts
Support person for faculty searches, utilizing TMS .
Serves as Key Manager for department, includes ordering, managing inventory, and replacing/returning physical and CCURE access keys. Order RAMCards and business cards for incoming faculty and staff.
Maintain workroom, conference rooms, front office and lobby areas, determining when to forward concerns to Facilities Management for building repairs and which calls go to Classroom Support for issues with classroom equipment.
Assist with travel for searches, colloquiums, guests, and faculty. Create and edit TEM profiles required for all employee and non-employee travelers; create and submit travel authorizations for in-state, out-of-state, and international travel; coordinate itineraries with travel agent; and track and allocate travel charges
Create DVs, TAs, TRs, IOs, and REQs.
Work closely/communicate with FIN /HR Professionals on all department budget and personnel needs.
Space: Assign faculty and GTA offices and coordinate office changes (including phones, furniture, facilities, etc...). Maintain office signs.
Other misc duties, as assigned.
Percentage Of Time 30%
Job Duty Category Academic Support
Duty/Responsibility
Screens Graduate student applications for Dept/College/University requirements prior to forwarding to Department Graduate Committee.
Process/maintain graduate applications in Slate, corresponding regularly with prospective domestic and International graduate students and answering their questions about the admission requirements/procedures of the Political Science program
Initiates admit and denial process, contracts and appointment forms; maintains confidential records; advises students regarding deadlines.
Compiles data on graduate student enrollment.
Provides support to the Graduate Coordinator (faculty member) in managing and administering the Graduate Program.
Interprets and manages compliance of the Graduate Handbook (which include program-specific and University rules, policies, and guidelines) in conjunction with the Chair and the Graduate Coordinator.
Coordinates administration of PhD comprehensive exams
Initial contact for undergraduate seeking to add a Political Science major or minor (including Environmental Affairs and Latin America & Caribbean Studies) and graduate students seeking a Political Science PhD or MA
Process change in minor forms for dept, maintain all undergraduate minor files, and assign mentors.
Process graduation contracts for minors and schedule advising week each semester
Utilizing ARIES , OARS , RamSelect, and other systems, gather data for graduation and other reports needed to ensure compliance with department/college/university guidelines.
Create records for each new major and minor.
Update checksheets at the end of each term for all department minors and review requirements for each student
Verify and update AUCC and department listing as University and program changes are made.
Analyze transfer credits and assess DARS placement of credits.
Recognize and resolve special transfer credit issues on a case by case basis.
Answer student questions and refer inquiries to proper individual via telephone contact, e-mail, written correspondence or in person.
Contact Registrar's office and degree analysts on an ongoing basis to determine requirements and act as a liaison between said office and the student.
Process University required forms for the Registrar's office for major/minor changes
Maintain undergraduate and graduate student databases
Notify graduate students of deadlines, check submitted forms for accuracy, and schedule defenses.
Track and manage Assistantship eligibility; informing students of hiring decisions and preparing offer letters and assistantship contracts.
Work closely with CLA Financial Professional to ensure accuracy of tuition and stipend payments
Assist faculty with appeals, course overrides, incomplete grades, grade changes, and registration forms.
Assist faculty with Professional Development Program ( PDP ) applications before final submission to the chair and Dean's Office for approval.
Request and track textbook orders and request desk copies for faculty and instructors.
Maintain electronic files of syllabi and list of faculty office hours
Departmental authorization to pick up/deliver grade changes and other confidential documents to the Registrar
Course scheduling ( SWASINS - SCAIT data entry as well as Campus Planning Interface, CPI ) and room scheduling
Utilizing SCAIT , enter all instructors and manage all variable credit courses.
Complete section reports every semester
Maintain and store final grades and exams for all courses
Provide post award phase administrative support for faculty. Includes tasks such as reporting on grant progress and completing the closeout requirements, managing emails/communications with grant participants, collecting necessary forms for vendors or other paid participants, and finalizing reporting process.
Percentage Of Time 40%
Job Duty Category Scheduling
Duty/Responsibility
Work with the Dept Chair, Graduate Director, and Undergraduate Director to determine which classes need to be offered, what faculty need to teach according to checksheets and Program of Study, and which days/times these courses need to be offered.
Using the Event Management System, enter/edit course offerings each semester, including three developing course schedule drafts.
Work with Faculty to determine schedule for semester.
Work with Dept Chair and CLA Finance Professional to determine if allotted budget will cover courses for AY.
Contact room scheduling for reservations for new and/or changes to classroom assignments
Percentage Of Time 15%
Job Duty Category Communication
Duty/Responsibility
Consult with Department Chair and Communications Coordinator on webpage status and suggest updates to keep information current and on brand with formal department communication initiatives, including on social media (Facebook, Instagram, and Twitter), department website, and department reader and bulleting boards.
Update news and event calendar and make minor updates to the webpage as requested.
Disseminates information to faculty, students, staff, and the general public via phone, email, correspondence, social media, newsletter, or in-person.
Percentage Of Time 5%
Job Duty Category Event support
Duty/Responsibility
Department event planner: coordinating necessary tech support resources, reservations, catering, agendas, etc.
Support all department clubs, coordinate meeting space and catering for all meetings; event planning, and meet with club presidents every semester
Support with faculty projects as needed: event planning, student communication, awards projects, poster events, etc.
Organize and coordinate yearly Awards Ceremony, including coordinating logistics for ceremony, sending invitations
Order faculty regalia for commencement.
Work with Dept Chair to organize retirement celebrations including, room reservation, catering, and gift purchase for retiring faculty.
Percentage Of Time 5
Job Duty Category Supervision
Duty/Responsibility
Hire, train, schedule, oversee workflow, and track/approve time for hourly and work-study employees.
Percentage Of Time 5
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. Please note: Part-time experience will be calculated to determine the full-time equivalent.
- The Work Experience 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 (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 the Required Documents section 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) which require 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 human.resources@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.
- Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu
Equity, Diversity, 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 - Employment Office, at hrservicecenter@mail.colostate.edu or call (970) 491- MyHR(6947).
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 (970) 491- MyHR(6947).
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/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. The Office 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 the Office 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 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.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you willing and able to submit to a pre-employment Federal background check?
- Yes
- No
Applicant Documents
Required Documents
- Resume
- Cover Letter
Optional Documents
- Unofficial Transcripts
- Veteran DD214 Form (Member-4) (For State Classified searches ONLY)