CASY-MSCCN Jobs

Posting Detail Information

Working TitleOffice Support Specialist

Position LocationFort Collins, CO 80523

Work LocationPosition qualifies for hybrid/in-office work

Type of PositionPart-time

Classification TitleAdmin Assistant III

Posting Number202400042P

Position TypeState Classified

Open Date04/15/2024

Close Date05/06/2024

Salary$23.27 - $26.50 hourly

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 HourlyYes

Overtime Eligible

Description of Work Unit

The Office of the Registrar provides leadership and service in student enrollment and academic record management that supports recruitment, retention, and graduation goals of Colorado State University. The Office of the Registrar values Students, CSU’s Principles of Community, Collaboration, and our Employees. Based on our goals, values, and our commitment to inclusive excellence, the Office of the Registrar seeks to hire team members who demonstrate a positive attitude, a passion for producing quality work, an interest in serving as an educator, a commitment to treating others with respect and an internal motivation for doing the work we do.

Position Summary

This position will be a member of the Business Unit in the Office of the Registrar which includes the Business Officer, the Office Support Specialist and student staff. This position will work closely with the Leadership Team, supervisors and office committees to provide world class support to the staff and departmental processes. Position hours are estimated at 15-25 hours/week and may be flexible week to week. This position will report to the Business Officer.

Duties will include but are not limited to:

• Manage and create requisitions/purchase orders for office inventory

• Prepare travel authorizations, reimbursements, reserve vehicles, secure flights, traveler profiles, travel advances, resolve travel issues, and manage spreadsheets that track professional development year over year

• Serve as search admin support completing tasks such as such as: scheduling meetings and rooms, managing applicant spreadsheet, moving candidates in TMS , emailing candidates, attending search meetings, and preparing final docs for archive

• Manage bi-weekly payroll, communicate with supervisors during payroll processing, solve approval or time entry problems, approve time for student hourly workers or other staff as needed, track work study awards

• Assist with staff leave and timesheet management

• Other administrative duties as assigned.

The successful applicant will be organized, detail oriented, and enjoy providing exceptional support service. Incorporating CSU’s Principles of Community into everyday work is an essential component of this position. We welcome applications from candidates whose knowledge, skills, and abilities contribute to fostering an inclusive campus community and work environment.

Minimum Qualifications

All required job qualifications must be referenced in application materials to be considered for this position. The following items are required:

• 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.

Preferred Qualifications

Preferred qualifications are not required to be considered for this position but are highly desired. Preferred qualifications include:

• Bachelor’s Degree from an accredited college or university may substitute for the general clerical experience.

• Ability to multi-task, prioritize and meet deadlines in a fast-paced environment.

• Demonstrated experience being patient and flexible to meet the needs of a diverse group of constituents.

• Demonstrated ability to learn and successfully use new computer programs quickly (examples may include but are not limited to Word, Excel, Banner, TMS and TimeClock Plus).

• Personal and professional commitment to diversity, equity, and inclusion ( DEI ) as demonstrated by active engagement in any of the following areas: creating inclusive training practices or operating procedures; participating in DEI trainings, professional development, or service opportunities; ensuring data integrity that supports diverse constituents; or fostering welcoming and inclusive work environments for colleagues, students, faculty, or staff from diverse communities and backgrounds.

• Ability to assess, problem solve and make recommendations that produce efficiency.

• Demonstrated experience as a collaborative and team player.

• Excellent written communication skills as demonstrated in application materials.

• Willingness and ability to work changing hours, weekly if determined appropriate by department.

• Strong interpersonal communication skills as demonstrated by respectful and effective interactions with diverse constituencies including but not limited to students, faculty, staff, and vendors at all levels.

• Demonstrated ability to communicate effectively in written and spoken Spanish.

Essential Job Duties

Job Duty CategoryOffice Support

Duty/Responsibility

• Serve in administrative assistant capacity for department.

• Assist with purchasing and maintaining inventory of office supplies; create requisitions; track and resolve back-orders, missing items, returns, and damaged goods.

• Records management: assist with archive processes for fiscal, budget, personnel, and similar items subject to CSU or State of Colorado retention schedules; assure security, protection, and organization of all documents; track dates and schedule destruction of all records and documents based on retention schedule through approved processes.

• Manage bi-weekly payroll approvals, communicate with supervisors when approvals are needed or when payroll processing times are truncated, solve approval or time entry problems, approve time for student hourly workers or other staff as needed; track work study awards.

• Assist with regular staff leave and timesheet management.

• Provide search administrative support to include scheduling meetings, working with calendars in Outlook, updating applicant spreadsheet, moving candidates in TMS , emailing candidates, attending search meetings, and preparing final documents for archive.

• Keys/C-Cure management – including maintaining hard key reports, working with the key desk to track, return, order hard keys as needed; manage keyless entry permissions/removals, and full building manual lock entries when there are early closures ( CCURE ).

• Assist with on-boarding and off-boarding employees; order background checks; Oracle HR entry.

• Assist with managing and maintaining budget spreadsheets and other fiscal documents.

• Document office procedures by creating office procedure manual; reviewing and documenting Business Unit processes both digitally and electronically (Confluence).

• Document timing of critical recurring responsibilities by updating Office of the Registrar Master Calendar.

• Liaison to VEBO unit (processing guest associates).

• Work with IT lead to inventory RO computer hardware and accessories; order computer hardware/software to ensure stock is on-hand.

• Building and workspace equipment maintenance.

• Support Customer Service team as back-up when necessary.

Percentage Of Time70

Job Duty CategoryTravel Administration

Duty/Responsibility

• Coordinate and reserve/book motor pool reservations, flights, shuttles, hotels, conference registrations and meal agendas for employee and non-employee travel.

• Create Travel Authorizations and Travel Reimbursements; create traveler profiles in Kuali; update staff profiles with travel agency as needed; process for Travel Advances; assist with travel problem solving and answer staff questions regarding travel.

• Attend on-going university training on Kuali financial and travel processing.

• Create travel profiles for external search candidates; initiate and finalize arrangements for candidates.

• Manage parking and visitor passes for candidates, consultants, and visitors to the Office of the Registrar.

Percentage Of Time20

Job Duty CategoryOther duties as assigned

Duty/Responsibility

• Keep up to date on general activities in the Office of the Registrar to ensure office support functions coordinate with and meet the needs of department/university functions and priorities.

• Actively engage with diversity, equity, and inclusion activities consistent with CSU’s Principles of Community. Foster a respectful, inclusive, and welcoming work environment that supports the diverse needs of students, faculty, staff, and colleagues.

• Read and respond to emails in a timely manner; be responsive to inquiries from institutions within the CSU System.

• Actively participate in trainings and meetings as requested.

• Perform other duties as assigned.

Percentage Of Time10

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.

• All status updates for this position will be sent via email fromhuman.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 athttps://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, athrservicecenter@mail.colostate.eduor call (970) 491- MyHR(6947).

DEPARTMENT CONTACT INFORMATION

• 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 (970) 491- MyHR(6947).

Diversity, Equity, and Inclusion at Colorado State University

Department Contact Information

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