Classified Staff

Description

University of Colorado | CU Denver

Department: CLAS - Department of Psychology

Job Title: Administrative Assistant III

Position #00300464– Requisition #28393

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:

Exemptions vary by campus location/department.

Campus/Unit-Specific Exemptions:

• Anschutz Campus – Accommodations may be granted for medical or religious reasons.
• Denver Campus - Exemptions are allowed for medical, religious, or personal reasons.
• Consolidated/Central Services Administration – Accommodations may be granted for medical or religious reasons.

The University of Colorado Denver l Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

About the University of Colorado 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 eight schools and colleges in the heart of downtown Denver, our leading faculty inspires and works alongside students to solve complex challenges through boundary-breaking innovation 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 annual economic impact of more than $800 million. For more information, visit www.ucdenver.edu

The College of Liberal Arts and Sciences has an opening for a full-time, State Classified Administrative Assistant III position.

Job Summary:
This position exists to assure the achievement of the long-and short-term goals of the department by

managing elements of student services within the department, providing general office management,

supporting personnel operations within the department; and providing administrative support services to the department chair and other faculty within the department..

Examples of Work Performed:

Office Manager (50%)

• Manage day-to-day operation of department.
• Represent the Department as first contact when visitors, students, faculty and staff enter the office.
• Answer main telephone, screen calls, take messages and direct people to the proper department, office and/or personnel.
• Disseminate information to both faculty and students regarding university and department administrative and academic policies and procedures.
• Coordinate room scheduling for Department controlled spaces.
• Develop, implement and evaluate improvements in office procedures; creation of information systems; develop long range plans for operation improvement to match projected changes in department (e.g., projecting future needs of new/replacement faculty for furniture, equipment, space allocated based on prior years data and experience).
• Train department personnel in use of various technical computer programs for employees in the performance of office maintenance tasks.
• General recordkeeping and organization.
• Liaison to Facilities Management and Information Technology Services when professional assistance is required.
• Establish/manage access procedures, and maintain access request records and keys.

Human Resources Liaison (25%)

• Oversee general department operations including payroll and human resource responsibilities.
• Hiring coordination of all department part-time faculty, including calculating salary rates, drafting appointment letters, entering appointments in HCM, and posting Lecturer searches on CU Careers.
• Use online recruiting tool to administer faculty support.
• Collect and disseminate personnel, payroll, and benefit information.
• Complete and fill out new hire paperwork to be processed to the appropriate offices for approval.
• Work with CLAS HR to prepare employment contracts for lecturers, TA’s and student workers, and make sure to receive appropriate signatures. Serve as the payroll liason to employees as applicable.
• Ensure timely hiring and payment along with ensuring that biweekly and student pay is processed in an efficient and timely manner.
• Investigate and resolve questions or problems associated with HR and payroll issues. Attend HR trainings and webinars to obtain up-to-date information on changes that affect HR and payroll.
• Communicate with the Chair if HR non-compliance occurs. Communicate with constituents so that they are aware of university, college and department HR policies related to Lecturers, TAs, RAs, GPTIs, Graders, hourly workers, GAs.
• Establish and update department personnel files.

Assist Student Workers (10%)

• Assist to Supervise Hourly Office Employees.
• Create, implement, conceive and approve a working training guide for use in training work study students which incorporates applying University, College, and department policies and procedures.
• Monitor and track Work Study funding for student employees.
• Establish procedures to supervise/train/delegate clerical duties to student employee(s).
• Evaluate the quantity/quality of work and monitor work schedule and approve pay on bi-weekly schedules.

Purchasing and Finance (15%)

• Provide central focus of contact between department and financial/accounting, purchasing, budgeting and grants and contracts.
• Manage supply inventory and purchase replenishments as necessary. Assess new and replacement equipment needs based upon anticipated volume of use, potential dollar and personnel resources savings.
• Place special orders as needed and appropriate for events and other departmental activities.
• Ensure that office equipment is repaired and maintained, and orders office supplies according to the regulations of the state vendors.
• Provide transactional and record keeping support to petty cash custodians.
• Provide support for travel through use of the Concur travel system (etc…purchasing airline tickets, making hotel accommodations and reimbursing travelers for expenses).
• Stay current on procurement policies; comply with all policies and advise department personnel on compliance matters.
• Provide budget reports to department chair and principle investigators of sponsored projects, retain copies for departmental records, assist chair with budget management which includes total department spending in various categories across all speed types.
• Provides relevant information to the department administration (Chair and Director) on departmental expenditures to support the decision-making process.
• Coordinates with Dean’s Office’s contracts and grants staff on grant expenditures, allowable expenses, and help maintain accurate accounting of their project budgets.
• Provides instructions/guidance to faculty in complying with all University policies and procedures related to credit card transactions.
• General purchasing for the department and for research projects; utilizing the Finance System, Market place (payment vouchers, PO’s..etc), procurement card and any accompanying software programs.
• Serve as primary or secondary reallocator of all department procurement cards and distribute monthly transaction reports to cardholders and approving official.
• Ensures that invoices are handled in an efficient and timely manner. Also ensures that supplies and service requests, and expenditures abide by PSC regulations.
• Responsible for inquiring any and all questionable or improper charges/transactions when necessary.

Salary & Benefits:

• Hiring Salary Range: $3,744 - $4,139 per month ($44,052.00 - $51,482.40 per year)
• The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions and/or in recognition of prior and applicable skills, experience, certifications, etc...
• This position is eligible for overtime compensation
• Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
• Benefits:
• Total Compensation Calculator:

Additional Information:

• Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.
• The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.
• The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:

• Three years of general clerical, administrative, communication, and/or front desk management experience.
  • Appropriate education will substitute for the required experience on a year-for-year basis.

Preferred Qualifications:

• Experience working in a higher education environment
• Experience working as the first point of contact, greeting customers, and providing information
• Experience performing general human resources, payroll, purchasing, and/or finance duties

Competencies:

• Excellent oral and written communication skills.
• Proficiency with MS Office applications, including Word, Outlook, and Excel.
• Excellent interpersonal skills and the ability to establish rapport with a wide variety of individuals.
• Pleasant, professional demeanor and service orientation; ability to handle frequent interruptions in a positive manner.
• Strong grasp of office protocols and professional practices.
• Strong organizational and time management skills.
• Proven ability to prioritize work, attend to detail, and meet deadlines.
• Ability to effectively meet multiple demands.
• Ability to work independently as well as a member of a team.
• Ability to review policies and exercise good judgment in the interpretation and application of policies, procedures, and rules.
• Ability to analyze different situations and challenges and resolve problems.
• Sensitivity to the impact and implications of decisions on the Department and University.

Conditions of Employment:

• Must be a resident of Colorado at the time of application
• The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:

Special Instructions to Applicants : Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process. Application Materials Required : Cover Letter, Resume/CV Application Materials Instructions : APPLICATION DEADLINE: This announcement is open December 8th, 2022 To apply, please submit the following materials to this posting: A cover letter and resume that specifically addresses the job requirements and outlines qualifications. Your resume MUST include job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis. Resumes are part of the comparative analysis (selection process) and will be used as part or all of the comparative analysis process to rank candidates.

Job Category : Administrative Support and Related

Primary Location : Denver

Department : U0001 - DENVER & ANSCHUTZ MED CAMPUS - 30110 - CLAS-Psychology

Schedule : Full-time

Posting Date : Dec 8, 2022

Unposting Date : Ongoing

Posting Contact Name : Ryan Morgan

Posting Contact Email : Ryan.Morgan@UCDenver.edu

Position Number : 00300464