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Administrative Assistant III

Job description

DescriptionUniversity of Colorado | CU Denver
Department: Mathematical and Statistical Sciences 
Job Title: Administrative Assistant III
Position #300388 – Requisition #19376
Primary Work Location: Denver Campus

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

The University of Colorado Denver 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.

Who We Are:
As Colorado’s public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research, creative work, and civic engagement in the city we call home. CU Denver graduates gain the powerful combination of immersive classroom and real-world experience that are in demand today. The city benefits from well-educated, top talent and a new generation of knowledge that fuels the future of Denver and our region. We are CU in the City. 

CU Denver offers more than 100 degree programs, from the bachelor’s to the doctoral level, in the heart of downtown. Here, more than 15,000 students pursue academic programs that range from global energy management to music industry studies to criminal justice. As part of the state’s largest public university system, CU Denver is a major contributor to the Colorado economy, with nearly 2,500 employees and annual economic impact of $800 million.  Read CU Denver Quick Facts here

The Mathematical and Statistical Sciences department at the University of Colorado Denver Campus has an opening for a full-time, State Classified Administrative Assistant III position.  

Job Summary

This position exists to facilitate the overall daily operation of the Department of Mathematical and Statistical Sciences. This includes (1) managing of supplies and equipment; (2) supporting faculty by assembling class materials, textbooks, correspondence; (3) maintaining accurate files; (4) hiring department short term employees such as GPTIs, TAs, RAs, GAs, graders, Lecturers and processing stipend; (5) interpreting university policies, procedures and rules related to HR and employment, and providing to the students and faculty, as necessary; (6) supporting the Associate Chair for course scheduling; (7) provide purchasing assistance, meeting coordination, event planning, reimbursements, etc.; (8) acting as a point of contact representing the department to students and members of the public; and (9) various other duties and projects as assigned or needed.

Examples of Work Performed

Administration - 27%

  • Assist Program Assistant in managing EMS and proprietary room reservations when PA is out of office
  • Maintain the department Access Matrix in conjunction with Facilities Management Access Control
  • Establish/manage access procedures, and maintain access request records and keys
  • Supervise and assign work to student workers as appropriate
  • Cross train and substitute for other department administrative staff when necessary
  • Manage department daily open by checking classrooms, stocking supplies to classrooms, checking reservations
  • Check main line voicemail and handle the calls
  • Provide front desk support through Summer semester.
  • Monitor and address emails that arrive through mathstaff email address. Forward to appropriate faculty or handle specific requests as necessary.
  • Occasionally assist with requests for proctoring exams (when instructor uses request form)
  • Convey information regarding faculty office hours, specialty of study/research, special event schedules, deadlines, and general information as requested by phone or in person
  • Serves as information resource for faculty, students, and community
  • Support for events on floor (order food, receive food, preps and clean-up)
  • Determines which room is best suited for the number of individuals and type of conference room setup is needed
  • Determines what information needs to be disseminated to whom and how the information is disseminated 
  • Determines the appropriate procedure for incoming emails/mail and voicemails
  • Checks room usage to maintain the equipment and cleanliness. Determines if a room has been inappropriately used or left in poor condition and determines how to address.  
  • Determines best way to forward calls or department emails to appropriate faculty or other departments. 
  • Determines appropriate posting of flyers and communications for the announcement boards and messaging televisions.  Determines when the student front desk staff should update department signage for room use, office hours and announcement boards.  
  • Double booked rooms: find quick workaround if possible, try to resolve issue, escalate to Chair if conflicts happen
  • Incorrect mail delivery: correct appropriately 
  • Must maintain thorough understanding of policies, procedures and rules in order to complete work and also disseminate and communicate with department and students. Be able to keep up to date with ever changing policies. For example: position must ensure that the department procedures are compliant with University policy, be able to explain why or why not, and must be able to provide options and guidance to those that they are supporting. 
  • Communicate to faculty/students when rooms left messy or incorrectly setup after a meeting. Resolving the issue before the next room usage
  • Lost keys, card keys not working.
Hiring Coordination and Payroll – 33%

  • Hiring coordination of all department lecturers, TAs, RAs, GPTIs, graders, hourly workers, and GAs, including drafting appointment letters and entering appointments in HCM
  • Ensure graders are listed as hidden TAs in the CU-SIS so that they have Canvas access
  • Compile and maintain semester contact information for the Department. List needs to be available to staff, chair and associate chair by census date. (list should include TA/RA/lecturer and faculty)
  • 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
  • Communicate with the Chair if HR non- compliance occurs
  • Collect all appropriate hire paperwork (background checks, I9 documents etc.) and enter data to HCM
  • Maintain and update department personnel files
  • Oversee all payroll administration for student employees including biweekly time collection and reporting in HCM, file maintenance.
  • Attend HR trainings and webinars to obtain up-to-date information on changes that affect HR and payroll.
  • Investigate and resolve questions or problems associated with HR and payroll issues.
  • Maintain List of lecturer and TA’s with MS degrees, PhD degrees, and educational backgrounds and provide to Chair/Associate Chair each semester. Maintain documents on file.
  • Maintaining email and written record of supervisor’s approvals and direction for all hires.  This includes discussions of salary, timing, job descriptions and titles.
  • Create/maintain Lecturer posting in CU Careers and complete appointment types as necessary
  • Determines a correspondence between the course curriculum schedule to the hiring plan
  • Determines the correct position for a part-time employee: lecturer, TA, GA, RA and GPTI.  
  • Determines the appropriate letter template from the Dean’s office to the hiring need. 
  • Determines when revised I-9 or updates need to be made to hiring documents for each position.  
  • Determines what information is needed to input all appropriate data into the HCM system to ensure all employees are paid correctly for the semester.
  • Determines the appropriate department deadlines to coincide with university deadlines hiring process and for submitting/approving timesheets
  • Frequent changes to the course schedule and other external non-controllable factors resulting in last minute hiring changes 
  • Employees may not complete proper paperwork, timesheets or comply with appropriate HR policy.
Course Coordination/Support - 33%

  • Assists course instructors and staff with CU-SIS and other University systems (e.g., Canvas) as needed. Provide students’ transcripts to faculty upon request
  • Assists undergraduate students’ inquiries. Handle all administrative issues for course instructors’ regarding room equipment and supply. Redirect to other department staff as appropriate. Place order for repairs
  • Inform instructors of teaching assignments and obtain acceptance. (Copy associate chair in communications.)
  • Designated FCQ Administrator. Handle communication between the FCQ office and the department. Email reminders to faculty regarding return rate, manage responses to assist department reach 75%+ return rate. Coordinate the archiving of the department FCQs.
  • Track schedule-change requests sent to the College. When the College responds, check that the changes that have been made. Maintain a log or spreadsheet of changes requested/done. Spreadsheet should be available on teams for the Associate Chair to review.
  • Inform students of canceled courses, inform students on the waitlist of other openings. (Copy the Associate Chair in messages, change subject line in CU-SIS as appropriate).
  • Maintain a checklist of items to verify for each semester’s course schedule
  • Make sure that the items on the checklist are done at the appropriate time. Notify others when they need to take actions.
  • Maintain a list of instructor/TA absences from class (canceled class days/sick days), input the information in a shared spreadsheet and provide information to Associate Chair. After logging the absence (see bullet above), assist in resolving last-minute course coverage issues (report to chair/associate chair – find backup instructor or communicate to student class is canceled)
  • Orders Textbooks for the department.
  • Distributes and collects back desk copies of texts to faculty/lecturers and TA's each semester.
  • Maintains the department inventory of desk copies from all publishers for department use.
  • Maintains a checkout log of the desk copies and department checked out equipment used for teaching – manages the return of all equipment/books each semester.
  • Maintains a database of textbooks in use with order data and contacts books store or publisher when problems arise.
  • Provides direction to the student workers and IT coordinator to have updated office hours and syllabi posted on web and door signs.
  • Collects Syllabi for all course offerings each semester and posts on shared drive.
  • Collect Final Exams for online courses for assessment purpose
  • Determines proper coordination of information dissemination between college course coordinators and Associate Chair.  
  • Determines where and how to maintain historical records of the data, where and how to maintain the teaching workload document for the department Chair. 
  • Determines ways to provides higher level of CU-SIS support for the undergraduate committee.  
  • Determines when to make recommendations to the Associate chair based on monitoring of enrollment, waitlists, and room schedules and communicates changes to appropriate instructors after directed changes are implemented at the direction of the Associate Chair.
  • Rooms are not the appropriate size for the class, classes need to be canceled, or communications need to be directed to course.  
  • Verify changes requested from the college are implemented, and notifying the Associate Chair when there are discrepancies or issues identified.  
  • Instructors unexpectedly call in and are unable to teach a class, the Admin will need to notify the Associate Chair and assist in finding a backup instructor or cancel the class.  
  • Instructors may not get timely access to Canvas for teaching. 
  • FCQ office may have a class omitted from the course audit.  
  • Incorrect textbook order
Uniform Final Coordinator – 7%

  • Handle all of the logistics for this event, which include room reservation, catering, packets, agenda, technical assistance-equipment/support, and any other duties.
  • Uniform Finals Saturdays - 2 Saturday's each Academic Year, works 6 a.m. to 5 p.m. to support the logistics of TA's, Faculty and students.
  • Finds rooms of appropriate capacity for the final exam
  • Determines appropriate caterer/vendor so as to respect budget
  • Determines all communications with employees to make sure they understand how the day will happen and determine best agenda for smooth processes. 
  • Determines how best to provide logistical rooming of the event. 
  • Determines the best way to maintains the safety and security of all tests as provided to the faculty facilitating the exams
  • Realizing that a room is double booked the day of the exam, being able to find a solution by either adding more students to an already used room, or finding an available room on the day of the exam
  • Work with facilities if unable to find rooms on the day of the uniform final. Redistribute students in a different configuration.
  • Employees not coming to work as planned the day of the uniform final. Find substitute. Make sure there are plenty of people coming so as if one or two people do not come, we can still operate comfortably.
Salary and Benefits

Additional Information:

  • Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx
  • 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.

QualificationsPlease 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 or administrative service experience. College or university course work may substitute on a year for year basis.
Perferred Qualifications

  • One year experience with university systems such as HCM, CU-SIS, EMS, CU Data. 
  • Experience managing course scheduling and enrollment. 
  • Experience as an information resource for faculty and students.
  • Experience coordinating events.    
Competencies/Knowledge, Skills and Abilities

  • Ability to learn University, department processes and procedures and apply them. 
  • Ability to learn and adapt to changing environments. 
  • Ability to gather information, including from department record, and compile relevant information. Proficiency in software such as MS Office, strong time management skills, and ability to multi-task. 
  • Ability to take meeting notes. 
  • Excellent oral and written communication skills. 
  • Strong organizational skills with the ability to handle time sensitive situations. 
  • Excellent interpersonal skills with a pleasant professional demeanor and service orientation.  
  • Ability to work independently as well as with a team.

Job Category: Administrative Support and Related
Primary Location: Denver
Schedule: Full-time
Posting Date: Oct 16, 2020
Unposting Date: Oct 25, 2020, 11:59:00 PM




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Job No:
Posted: 10/17/2020
Application Due: 10/27/2020
Work Type: