Student Activities Specialist

Location
Colorado Springs, CO
Posted
Jun 04, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Description
The Student Activities Specialist provides administrative, marketing, and financial support functions for all units within the Department of Student Life. The position also works directly with registered student organizations in a variety of ways related to club operations and functionality. The position prioritizes tasks and provides information and interpretation by telephone, in writing, or in person to students, faculty, staff, and the public concerning the Department of Student Life and helps identify and resolve problems regarding the above. Support of student programming/events and advising student groups are also key responsibilities. Evening and weekend work required as needed. The position is a department and campus resource and must be able to search for answers to questions and provide accurate information to staff, students, and outside constituents.
 

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.

Job Duties:

  • Act as a liaison for the Department of Student Life. Respond to inquiries and requests for information made by phone, mail, email, social media, or in person.
  • Provide primary administrative support to the Senior Executive Director of Student Life and Assessment and the Department of Student Life in whole.
  • Manage departmental outlook calendars. Distribute information to appropriate people and follow-up on correspondence in an efficient and accurate manner.
  • Determine urgency of incoming requests and coordinate timely completion.
  • Create and revise office processes and procedures to improve effectiveness and efficiency of the Student Life office. Examples of processes managed include procurement and contracting, financial tracking and reconciliation, promotion of Student Life programs and services, and coordinating the expenditure of club and SGA funding on behalf of student clubs and organizations.
  • Maintain procedural manual for the scope of responsibilities, as well as for the overall Student Life office.
  • Organize and maintain information needed and used by the Senior Executive Director of Student Life and Assessment.
  • Support the Student Life team in implementation and maintenance of organizational software platform(s).  Serve as primary point of contact for software vendors.  Coordinate efforts to expand and improve student engagement with selected platform(s).
  • Coordinate Student Life marketing and social media strategy.  Supervise Student Life staff responsible for marketing and social media outreach.
  • Process and reallocate departmental procurement card expenses monthly. Process and maintain a file of official function paperwork.
  • Perform monthly financial reconciliation for all areas of responsibility. Compare current annual budgets with year-to-date expenditures and calculate an estimate of year-end office operating expenditure levels.
  • In cooperation with the Senior Executive Director of Student Life & Assessment, monitor and make adjustments in numerous accounts to remain within overall budget limitations and to prevent deficit.
  • In coordination with the Senior Executive Director of Student Life and Assessment, prepare the annual Student Life budget.
  • Utilize PeopleSoft Finance, the CU Marketplace, and CONCUR to complete the following: pay invoices, research and resolve billing problems, prepare POs, SPOs, expense vouchers, travel arrangements, and cash receipts. Prepare / process contracts and invoices for all clubs and reconcile club / organization accounts monthly to reflect accurate charges and resolve discrepancies on all speedtypes.
  • Arrange student club travel as approved by Student Life leadership.
  • Cover the Student Life front desk as needed.
  • Serve as content manager for Student Life websites.
  • Supervise the student media team, the Scribe business manager, and the Student Government Association (SGA) resource manager to include interviewing, hiring, training, coaching, and correction of student staff.
  • Ensure superior customer service on the part of Student Life office staff.
  • Provide administrative support as the DRL/PPL for all areas reporting to the Senior Executive Director of Student Life and Assessment.
  • Responsible for calculating, compiling, entering, and tracking leave taken by individuals reporting to the Senior Executive Director of Student Life and Assessment.
  • Process all personnel forms related to hiring, maintaining, and termination of Student Life professional and student staff.
  • Advise student groups as assigned and support Student Life programs, events, and outreach.
  • Job Competencies:

    This is a highly visible position, and the employee must be able to communicate (written and verbally) to others effectively and professionally on behalf of the department of Student Life.
  • This position has a broad range of responsibility and must exercise sound judgment in all contacts and must be capable of functioning at a high level with many daily interruptions and changes in priorities.
  • Outstanding customer service skills. Position must maintain positive and professional relationships with all campus and community members.
  • This position serves as the primary financial contact for the department of Student Life.  As such, experience with procurement, basic accounting, and budgeting are highly desirable.
  • Excellent written and oral communication skills. Ability to utilize exceptional interpersonal skills in working with students, faculty, and staff.
  • Position requires the exchanging of information so others can adapt and understand the information. Explaining department processes to others in and out of the department.
  • Sensitivity and ability to work collaboratively in a diverse and inclusive environment.
  • Proven ability to build strong-positive working relationships.
  • Ability to uphold confidentiality.
  • This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

    What We Offer:

    Salary Range: Generally starting at $35,618 - $40,788

    The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

    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 http://www.cu.edu/employee-services. Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado (link: https://www.cu.edu/employee-services/collaborative-hr-services/total-compensation-calculator).

    This position is dependent on the availability of auxiliary revenues funding.

    Tentative Search Timeline:

  • The potential dates for interviews with the search committee will be the week of 6/21/2021.
  • The potential dates for interviews with the supervisor and appointing authority will be the week of 7/12/2021
  • The potential employee start date is 8/1/2021.
  • 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.



    Qualifications
    Minimum Requirements:

  • Bachelor’s degree or higher from an accredited institution of higher education.
  • Two years of administrative service experience.
  • Preferred Requirements:

     
  • Experience working with faculty, staff, and students in a higher education.
  • Experience developing letters, correspondence, memos, etc., utilizing Microsoft Office.
  • Experience working with budgets, accounting, and procurement.
  • Marketing experience
  • Social media experience
  • Knowledge and experience with PeopleSoft, CU Marketplace, and CONCUR in processing, tracking, and managing purchase orders, payments, travel vouchers, and invoices.
  • Physical Requirements:

    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 20 pounds.



    Job Category: Student Services
    Primary Location: Colorado Springs
    Schedule: Full-time
    Posting Date: Jun 2, 2021
    Unposting Date: Ongoing