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Administrative Assistant III

Employer
University of Colorado - Denver and the Health Sciences Center
Location
Denver, CO
Closing date
Jul 3, 2021

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Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Description
University of Colorado | CU Denver
Department: CLAS-Mathematics
Job Title: Administrative Assistant III
Position #300388 – Requisition #21654
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 Mathematics Department in the College of Liberal Arts & Sciences at the University of Colorado Denver 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 officeMaintain the department Access Matrix in conjunction with Facilities Management Access ControlEstablish/manage access procedures, and maintain access request records and keysSupervise and assign work to student workers as appropriateCross train and substitute for other department administrative staff when necessaryManage department daily open by checking classrooms, stocking supplies to classrooms, checking reservationsCheck main line voicemail and handle the callsProvide 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 personServes as information resource for faculty, students, and communitySupport for events on the floor (order food, receive food, preps and clean-up)
Hiring Coordination & Payroll (33%)

    Hiring coordination of all department lecturers, TAs, RAs, GPTIs, graders, hourly workers, and GAs, including drafting appointment letters and entering appointments in HCMEnsure graders are listed as hidden TAs in the CU-SIS so that they have Canvas accessCompile 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, GAsCommunicate with the Chair if HR non- compliance occursCollect all appropriate hire paperwork (background checks, I9 documents etc.) and enter data to HCMMaintain and update department personnel filesOversee 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
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 requestAssists 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 repairsInform 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 scheduleMake 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
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.
Salary and Benefits

  • The salary range is $3,671 - $3,713 per month ($44,052 - $44,556 annual)
    • This position is eligible for overtime. 
    • 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 above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
  • Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
  • Benefits: https://www.cu.edu/employee-services/benefits.
  • Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation
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.


Qualifications
Minimum Qualifications 

  • Three years of general clerical or administrative service experience.
SUBSTITUTION: College or university coursework may substitute for the experience requirement on a year for year basis.

Preferred Qualifications

  • Experience with managing data and records with a computer (through a spreadsheet for example)
  • Experience with HR or course scheduling.
  • Experience in handling and managing tasks, seeking them through completion and reporting the outcome to stakeholders
  • Experience working with a team
  • Experience with customer service
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: Jun 14, 2021
Unposting Date: Jun 30, 2021, 12:59:00 AM
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