Staff Council Administrator

Job description

DescriptionPosition Summary:

The University of Colorado Staff Council (UCSC) is the system-wide representative body for Staff Governance, comprised of university staff representatives from all four campuses and the system office. UCSC reviews and makes recommendations to the President, appropriate administrators, the Chancellors, and the Board of Regents on matters within the jurisdiction of Staff Council that are related to university staff employment benefits, policies review, and workplace conditions.

The Staff Council Administrator supports the work of the UCSC in shared governance by managing the ongoing operations of the UCSC and provides assistance in managing its committees, officers, and members. This position supports the UCSC Executive Committee by managing meetings, coordinating communications, scheduling invited guests, submitting information requests to partner staff council groups, and planning and executing events.

This position receives general supervision, direction, and advice from both the Vice President for Administration and the Staff Council Chair in completing daily tasks. It is the incumbent's responsibility to take initiative in setting their own priorities and deadlines with Staff Council's schedule in mind.

This position is a part-time position at 30% FTE or about 12 hours per week. Weekly schedule and hours may vary depending on council need.

This position reports to the Vice President for Administration and is exempt from the State of Colorado Classified System due to its reporting relationship to an officer of the administration.

Duties and Responsibilities:

Duties and responsibilities of the position include, but are not limited to: 

Council Operations 

  • Maintains the official repository for Staff Council documents including minutes, resolutions, shared governance participation, committee rosters, and historical participation
  • Creates and maintain electronic databases to store UCSC data, as necessary
  • Manages leadership transitions, apprises new Chairs of policies and procedures, and advises Council leaders regarding daily operations
  • Assists the Council Secretary in keeping an accurate record of UCSC membership and communicates the structure, roles, and value of shared governance to members and external parties when requested
  • Directs inquiries from various individuals and constituencies to the appropriate Staff Council officer, member, or committee
  • In consultation with appropriate committees, assists representatives in planning, organizing, and coordinating the annual award process for the Staff Council Excellence Awards
  • Provides guidance and makes recommendations to eliminate inefficiencies and improve processes, as necessary
  • Assists the Elections Committee of the Staff Council in conducting annual or special elections
  • Assists the UCSC Treasurer in managing the staff council budget, including expenditures for general office operations and staff council events 
  • Makes travel reservations and assists with processing reimbursements as necessary
Meeting Coordination and Event Planning 

  • Schedules Staff Council and committee meetings, coordinates logistics, and works with committee chairs to set agendas and goals
  • Contacts guests (e.g. President, Vice Presidents, Regents, elected officials, administrators, etc.), or their staff representatives, to schedule appearances and coordinate attendance at Staff Council meetings based on needs and scheduling demands
Policy Research and Coordination 

  • Researches and provides information to chairs of the Staff Council and its committees as needed
  • Distributes and sets deadlines for the review of policies by shared governance bodies and communicates deadlines to campus staff and other stakeholders, as appropriate
  • Routes and tracks the progress of Administrative Policy Statements (APS) and Regents Policies review through the staff shared governance body and updates campus council chairs as necessary
  • Researches and reports on timely subjects about higher education, university policy, and staff issues to the Staff Council Chair on a regular basis
Communications

  • In coordination with and at the direction of the Staff Council Communication Chair and Committee:
    • Develops content and makes updates to the UCSC website, ensuring information reflected is current and up to date
    • Directs all internal communications for the Staff Council and its committees, including uploading approved minutes, agendas, resolutions, and other relevant information to the website
    • Provides timely communication of Staff Council decisions, resolutions, and policy recommendations to the appropriate stakeholders, including the Board of Regents, Office of the President, and campus staff
    • Assists the Communications Committee in liaising between UCSC and outside entities (including campuses, other shared governance groups, and administrative offices)
    • Assists with sending general meeting notifications to council members, including any invited guests
    • Administers and maintains UCSC distribution lists with University Information Services (UIS)
    • Develops partnerships with CU publication sources in order to determine which parties would be most relevant for notice of UCSC activities. These CU Publications include but are not limited to:
      • CU Connections
      • CU Boulder Today
      • CU Denver News
      • UCCS Communique
      • CU Anschutz Today
    • Supports UCSC committees and members in efforts to elevate the UCSC brand among staff members across the system, using effective communication tools in this effort
    • Acts as the primary communication point-person for all outgoing and incoming communications related to the annual Staff Council Excellence Awards event
  • In close partnership with the Executive Committee of UCSC, assists with the development of survey tools using software not limited to Qualtrics and Formstack
Knowledge, Skills, and Abilities:

To be successful in this position, candidates will need the following:

  • Knowledge of the business, organizational structure, and policies and procedures of CU
  • Knowledge of business operations principles and best practices
  • Knowledge of shared governance principles and best practices
  • Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and learn and experiment with new software and systems
  • Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details accurately and clearly
  • Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions
  • Proofreading, grammar, punctuation, and formatting skills, including the ability maintain consistency and be cognizant of and address details
  • Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
  • Ability to manage sensitive or confidential information and exercise tact and diplomacy in a variety of situations
  • Ability to understand and work within a complex institution under the general principles of shared governance
  • Ability to establish and maintain effective working relationships with staff at all levels across the CU system
  • Ability to work independently with minimal supervision and reliable professional judgment, as well as collaboratively with a team to achieve desired results
  • Ability to maintain accurate and detailed records and record keeping systems
  • Ability to self-start and take initiative in completing daily tasks and special projects
  • Ability to organize, plan, and execute logistics tied to meeting and/or event planning


QualificationsMinimum Requirements:

  • Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
  • Three (3) years’ of progressively responsible administrative support experience, which includes:
    • Scheduling activities with a variety of internal and external constituencies
    • Coordinating communications
    • Maintaining documents, records, and files
Preferred Qualifications:

  • Five (5) years’ progressively responsible administrative support experience, as indicated above, which may also include one or more of the following:
    • Arranging events, meetings, and/or retreats with a variety of internal and external constituencies
    • Managing budgets and procurement processes
Who we are: System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses.  This position is located in Denver or may be remote.  Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.  Learn more about CU System Administration.

The University of Colorado has been proactive in response to the COVID-19 pandemic. You can visit our COVID-19 webpage for more information.

What we offer:

Salary: The salary has been established at $12,650 - $13,500 at 30% FTE.

Benefits: The University of Colorado offers an excellent benefits package including:

  • Prorated Paid Time Off: Accruals over the year
    • Vacation Days: 6.6
    • Sick Days: 4.5
    • Prorated Holidays
  • Additional Perks & Programs: Click here to access a few more Perks and Programs
Click here to access our Total Compensation Calculator to see what your total rewards could be at CU. This position is a University Staff position.

More information on benefits programs, including eligibility, is available at www.cu.edu/employee-services/.



Job Category: Business Services
Primary Location: Denver
Schedule: Part-time
Posting Date: Oct 12, 2020
Unposting Date: Ongoing

 

 

 

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Job No:
Posted: 10/14/2020
Application Due: 1/12/2021
Work Type:
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