Administrative Assistant II

Colorado Springs, CO
Apr 16, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Applications for this position will be accepted through April 28, 2021.

Candidates are required to submit the following to be considered for this position:

  • Resume, with date ranges, whether it was full or part time, and hours per week worked.
  • DD-214 for veteran applicants.
  • Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.
  • What We Offer:

  • The salary for this position starts at $34,752 ($2,896/month)
  • 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 Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado.
  • Who We Are:

    The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,500 undergraduate and 1,900 graduate students.

    Colorado Springs (pop. 450K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report as one of the top Best Places to Live in the U.S.

    The Kraemer Family Library Administration Office is responsible for the general administration of the library, including unit leadership and governance, oversight of human resources, budget expenditures, adherence to policies and procedures, facility management, and other administrative responsibilities.

     The key responsibilities include:

    This position will assist the Dean of the Kraemer Family Library by helping to coordinate marketing efforts, support communication around library programming and resources, as well as plan and organize events in the Kraemer Family Library. This position will also oversee the student employment program and ensure that all processes associated with the employment of student employees are completed and documented in each student employee file. This position will also assist the Dean with scheduling and general administrative support. This position will work with the Marketing Committee and the Dean to market and plan for events in the library. Student Employee Liaison  30%

    Post student job openings for all areas of the Library; collect applications and route to appropriate supervisor; process paperwork to hire, evaluate, and terminate student employees. Upload all student employee timesheets into the HCM system on a biweekly basis, and print timesheets for files.  Maintain data on student employees, work study awards, evaluation schedule, and rate of pay; update on semesterly basis.   Improve processes as needed to collect or track information more efficiently. 

    Suggest improvements to current student employee procedures within the Library.  Work with Dean and Finance Professional to modify pay scale as needed.  Determine when to post and close student job openings in the library.  Work with student supervisor and Finance Professional to determine if position is hourly or work study.  Determine and collect information needed to keep required information on current student employees. Keeping up-to-date with current work study award amounts --  Maintain communication with Student Employment Office and regularly access HCM system to check status of current awards.  Communicate changes to Finance Professional.  Maintaining evaluation schedule and assuring that students are evaluated at appropriate time --  Refer to Library Compensation Plan for timing and amount of salary increases.  Keep current with Student Employment evaluation requirements.  Tracking biweekly timesheet submittal and following up with students who have not submitted – Track timesheet submittal in HCM system and ensure that all timesheets are submitted before the deadline.  Communicate with supervisors as needed.  Student Employee File Management  25%

    Maintain student employee personnel files in a consistent and organized manner per the Student Employment Audit Checklist. Work with Student Employment Office for annual audit, and provide all information needed.  Take photos of new student employees and prepare ID badges and photo for bulletin board.  Maintain a list of all student employees graduating each semester.   

    Determine which students will return to employment each semester and which students will be graduating or not returning. Ensure that the current Audit Checklist is in each student employee file, and that all documents are within the file for annual audits.Determine when to contact student employee and/or supervisor regarding missing documents, timesheets, training, etc.  Ensuring that timelines are followed in the submission and collection of information --  Keep up to date with required deadlines published on the Student Employment website.   Ensuring that all new-hire check-in procedures are followed and paperwork is in file – Check-in procedures are published on Student Employment website.   Closing out files on graduating/resigning students and adhering to check-out policies – Maintain communication with supervisors, and stay up-to-date with Student Employment policies.  Ensuring that documentation is copied into files of returning student employees each semester -  Maintain a system that allows for easy transfer of information between files each semester.  Follow Audit Checklist for required documents.   Track training requirements for each student employee --  Access training data in HCM to ensure that all student employees have completed required training.  Marketing, Communicaiton, and Graphic Design   25%

    Work with Dean of the Library and Marketing Committee to determine marketing needs for the Library.  Use Canva or other design software to create marketing materials and disseminate to campus. Create library marketing content and communicate it to relevant stakeholders. Maintain consistent internal and external communication channels.

    Determine most appropriate design/layout for marketing materials using specified design software.Work with others to determine content for monthly Library bulletin.Determine location to post or disseminate information regarding library marketing efforts.  Determine relevant stakeholders to communicate library priorities.Learning software required to assist Marketing Committee and prepare flyers, etc. for dissemination – Training will be provided by Library personnel.  May attend workshops as needed.   Organizing information for marketing materials and library bulletin  -- Design templates and previous flyers for reference.Event Support  10%

    At the direction of the Dean of the Library, arrange for space and catering for Library events.  Work with Event Services to ensure that space is reserved and catering is ordered before the established deadline for placing orders.  Keep up-to-date with UCCS Dining Services Guidelines and procedures. 

    Determine most appropriate space for a Library event.  Determine needs for events, ie AV equipment, layout of venue, catering, and allotted time. Keeping up-to-date with catering guidelines and requirements.  Identifying and reserving space for event.  Staying within determined budget for library events.  Determining appropriate fund to charge for event. 
    General Administative Support 10%

    Assist Dean by scheduling meetings with other administrators, faculty, staff, and committees.  Assist with preparing and/or copying documents for various meetings.  Take staff meeting minutes and post for future reference. Light filing.

    Determine appropriate group and/or committee for meeting invitations.Determine appropriate time to allot for each meeting.With guidance from Dean, determine appropriate documentation to distribute for meetings.  Determine relevant information to record for meeting minutes.  Determine and follow appropriate filing procedures.    Determining the best time for meetings according to individual availability by using Outlook calendar or other scheduling software.Ensuring that minutes are posted promptly following monthly staff meeting.   Candidates must understand and comply with the following:

  • Successfully pass a background check
  • Employee may be expected to work various shifts to include nights, weekends and holidays, depending on the needs of the building or work group
  • Possible exposure to Infectious Materials/Human Blood or Bodily Fluids
  • Job Competencies:

    Strong customer service and communication skills.Use of Microsoft Office Suite including Word, Outlook, PowerPoint and Excel.
  • Ability to perform assigned responsibilities with minimal to moderate supervision.
  • Ability to manage office administrative tasks effectively and efficiently.

    Tentative Search Timeline:

    • The potential dates for interviews with the search committee will be the week of May 3, 2021.
    • The potential dates for interviews with the supervisor and appointing authority will be the week of May 17, 2021.
    • The potential employee start date is June 1, 2021.
    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 does not discriminate on the basis of race, color, creed, religion, national origin, gender, 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. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

    To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

    Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

    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.

    Minimum Qualifications:

  • Two years of general clerical experience. College or university course work may substitute for the experience on a year-for-year basis.
  • Preferred Qualifications:

    Bachelor's Degree Work experience with marketing tools such as Canva and Adobe Creative Suite.

    Experience working with student employees and young workers.

    Knowledge of HR requirements and recruitment processes.

    Experience with PeopleSoft HCM.

    Experience with marketing support.


      Physical Description:

      While performing the duties of this job, the employee is frequently required to sit. Employee is occasionally required to move. Tasks may involve using a computer screen continuously for long periods of time. The employee must occasionally lift and/or move up to 10 pounds.

      Job Category: Administrative Support and Related
      Primary Location: Colorado Springs
      Schedule: Full-time
      Posting Date: Apr 14, 2021
      Unposting Date: Ongoing

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