Program Assistant I

Colorado Springs, CO
Sep 01, 2020
Administrative Jobs
Technology, Analysts & Programming
Institution Type
Four-Year Institution
DescriptionApplications will be accepted through September 14, 2020.  Must be a Colorado resident to apply.

What we offer:

  • The annual salary for this position starts at $48,144.
  • This position has been determined to be eligible for overtime (non-exempt) under the Fair Labor Standards Act (FLSA).
  • The University of Colorado offers excellent benefits, including medical, dental, retirement, paid vacation and time off, and a tuition benefit. Information on university benefits programs, including eligibility, is located at
The Program Assistant will support the educational mission in LAS for the Chemistry and Biochemistry departments. The purpose of this position is to provide administrative, technical, academic, policy, procedures, regulation, and department office management support services to the Department of Chemistry and Biochemistry, University of Colorado administration, UCCS administrative departments (Controllers Office, Human Resources, Student Employment, Office of Sponsored Programs, LAS Dean's Office). This is accomplished by applying knowledge of, interpreting and effectively accomplishing and explaining the procedures of operating principles, processes, rules, regulations, policies, precedents, and other required guidelines and objectives specific to the program and University to anticipate, resolve and prevent problems and issues, suggest solutions, answer questions and provide information, records, completed forms and actions and/or advise others on program issues, requirements and matters. While this position is largely process-focused, it requires critical thinking skills, analytical skills, and application, discretion, judgement, knowledge, ingenuity, drive, focus and sheer determination to complete the job and keep the college, department, faculty, students and staff records and processes up to date and accurate on an on-going basis and to achieve the University's, College, Department and program’s objectives.

Key responsibilities include:

Accounting, Financial Planning and Reporting - Program Fiscal Manager: 30%

Relieving the chair of technical budget processes, purchasing and requisitions on behalf of and in support of the department by forecasting and anticipating budget and operational needs. Serving as the Program Fiscal Manager in preparing budget, purchase, and requisition documents, overseeing compliance and budget and procurement rules and guidelines, recommending adjustments to remain within overall budget limitations and interpreting budget materials, guidelines, and processes. Overseeing, interpreting, and adjusting, by journal entry department journals, on a monthly basis, for general funds, start-up, revenue and Sponsored Programs (grants-federal, private, public and university) and performing fiscal year-end close of the Chemistry and Biochemistry budget.Awareness of the responsibilities, expectations and understanding of the often-times minute, inter-relational aspects of the administrative functions of the department, college, campus, and university processes, which keep these institutions functioning in a healthy, orderly, legal and effective manner.Understanding fund and business accounting principles and the tools, processes and procedures and personnel to maintain a fiscally healthy university, college, and departmental unit. Examples of these duties include: 

  • Evaluate the best way to order supplies or items needed by the departments by selecting and paying vendors.
  • Decide correct coding when making purchases.
  • Review financial records and if finds deficit, contacts the chair to find out from where to move money to alleviate deficit.
  • Input travelers’ expenses in CONCUR system to either reimburse or pay expenses.
Human Resources and Student Employment Liason - PPL: 30%

Responsible for all aspects of hiring-processing contracts, monthly, bi-weekly, and hourly pay. FTE vs. Percentage of Time vs. Standard Hours. Creating a position, funding a position, payroll-tracking, work hours-general payroll and grant fund-restricted. Academic Year. Weekend University. Credits vs Contact Hours. Earning Codes and Pay Groups. Speedtypes. Faculty Offloads, Overloads vs. Additional Pay. Hiring, processing, and tracking varieties of instructor overloads, lecturers, student employees, GTAs, volunteers, and POIs. Reporting-PAM reports, maintenance of records, audit, logs, Late Pay. Terminations. Job List. Cherwell. HCM. Ever changing processes, policies, requirements, and expectations. Tracking of processes is critical. (Create multiple tracking logs and keep them as up to date as possible.) Making hiring, evaluation, student, and faculty-support decisions, with regards to payment processes and procedures, specific to the particular source or sources of the payroll funding, grants-federal, state or campus award. Examples of these duties include: 

  • Use established procedures to input returning and new lecturers into the HR system every semester as well as determining correct pay for lecturers.
  • Decide who to hire for student worker positions using established procedures.
Department Office Management: 40%

Maintain and support the Department of Chemistry and Biochemistry, by providing full-time, front desk presence, to assist, support, and provide first-contact for/to the university, college, administration, faculty, students, staff and general public in Centennial Hall, and any other area of the University or campus, while creating, organizing, managing and processing administrative documents-to support all areas of assigned university, college, department, staff, faculty and student responsibilities. Respond to requests for assistance, supplies, orientation, hiring, information, for all above, as presented. Purchases-using the specific form of purchasing mechanism, event planning, inventory and make available, department instructional, testing and support supplies and equipment, trouble-shoot and maintain office equipment: Xerox copier/scanner, fax and telephones as needed or requested. Provide various departmental, clerical support such as Facilities- building and department and OIT work requests, cash control, create and submit all administrative purchase orders, Bursar's transactions, set up speedtypes, travel arrangements, reimbursements, emailing students, graduate program support, maintain all graduate, employee, instructor, and ST files, manage building and department key access. All the above requiring timely preparation, response, judgement, follow-through, and knowledge of policies, processes, procedures, and resources. Accomplish shared tasks and understand the resources available to complete the connected requirements and tasks. Examples of these duties include: 

  • Decide appropriate responses to concerns, complaints and inquiries from students and the community on academic programs.
  • Consistently provide information to travelers regarding which credit cards to use when traveling and what the travel procedures are as well as the process for receiving reimbursement via Concur.
Other duties as assigned. 

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check.  

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado will consider all qualified applicants without regard to race, color, creed, religion, sex, national origin, age, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs, or any other characteristic protected by law. 

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.


QualificationsWhat we require:Four years of experience in an occupational field related to the work assigned to the position.Substitution:Appropriate education will substitute for the required experience on a year-for-year basis. 

Job Category: Professional Support Services
Primary Location: Colorado Springs
Schedule: Full-time
Posting Date: Aug 31, 2020
Unposting Date: Sep 15, 2020, 12:59:00 AM

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