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Job Information

Colorado State University Vice President for University Operations Office Administrator in Fort Collins, Colorado

Working Title Vice President for University Operations Office Administrator

Position Location Fort Collins, CO

Research Professional Position No

Posting Number 202100117AP

Position Type Admin Professional/ Research Professional

Classification Title Technical/Support III

Number of Vacancies

Work Hours/Week 40

Proposed Annual Salary Range $49,500-$64,000

Employee Benefits

Colorado State University (CSU) is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas. https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf.

Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on 03/08/2021

Description of Work Unit

Colorado State University’s Division of University Operations (DUO) serves the university through leadership in organizational development and resource management. Within this role, DUO conceptualizes the future of the university’s buildings, grounds, and infrastructure, bringing that vision to life through sustainable construction and renovations of existing buildings to support the university’s future growth; works towards the most efficient and innovative administrative operations, leveraging strategic partnerships with internal and external partners; coordinates and manages the university’s budget and budget processes, including providing detailed information to the public about university funds, and providing compliance oversight; engages in strategic planning to support the university’s growth plan and address diminishing state funding; creates meaningful benefits for employees that make CSU an enriched community in which to work and thrive; manages human resources with dedication to best practices for creating a work environment that focuses on fairness and equity, and engages our professional workforce in the success of the University’s tripartite mission of excellence in teaching, research, and service, and to the overall success of the University; oversees safety on campus for our employees, students and guests; assesses and mitigates risk to employees and students, including striving for regulatory compliance, injury prevention and reduced costs; and creates and maintains beautiful, sustainable grounds and oversees stewardship of university lands and properties.

Position Summary

The Vice President for University Operations (VPUO) Office Administrator supports several members of the leadership team, including: the Vice President for University Operations; the Chief Resiliency Officer and Assistant Vice President for Safety and Risk Services; the Chief Human Resources Officer and Executive Director; the Director of Budgets; the Clery Compliance Officer; and the University Policy Program Manager, in various activities including calendar management; contract and document signature coordination; minute taking for upper level meetings; and serves as back-up support for the division. As the initial point of contact, this position also responds to more than 1,000 emails/month answering questions and routing emails to the correct individual for a response. This position also participates in and supervises the maintenance and update of multiple University Operations’ websites. The most qualified applicants will be detail-oriented, team players, motivated, proactive, resourceful, organized, outgoing and friendly with strong customer service skills, possess strong critical thinking skills, and have experience with complex filing, research and website updates. The successful candidate will possess intermediate to advanced skills in Microsoft Office (including Outlook, Word, Excel and PowerPoint, and including the ability to create a table of contents or index, enter data formulas into spreadsheets, and correctly use fonts, styles and numbering), Adobe Acrobat DC, and have the ability to learn and use other programs and systems such as the CSU Kuali Financial System, the Oracle HR System, Talent Management System, Time Clock Plus, and WordPress web publishing software.

Required Job Qualifications

  • High School Diploma (or GED) plus a minimum of five years progressively responsible administrative assistance experience

  • Specific training or certifications in the following software:

  • Microsoft Office programs (including Outlook, Word, Excel, PowerPoint)

  • Adobe Acrobat

  • Wordpress (using Elementor page builder)

  • Demonstrated experience and skills in providing excellent customer service

  • Strong critical thinking skills and attention to detail

    Preferred Job Qualifications

  • Bachelor’s Degree preferred

  • Knowledge of higher education issues, policies and procedures

  • Excellent communication and interpersonal skills

    Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category University Operations Support

Duty/Responsibility

• Manage Vice President’s calendar • Serve as division-wide back up in Oracle, Kuali Financial System; • Serve as viewer for division in Conflict of Interest annual disclosures; • Assist with RMBO (Rocky Mountain Business Officer professional group) needs; • Coordinate annual Joint Executive Leadership Team (ELT)/Deans retreat; • Provide support for groups as required by VPUO, eg. Distinguished Admin Professional Award (DAPA) and Outstanding Achievement Award (OAA) • Initiate Supplemental Pay requests for chairs for employee councils and others within the Division as requested by the VPUO or other leadership • Ongoing digital forms creation for use by campus o Evaluate required data, approvals needed, routing, and method of output to determine the best online/digital format to be used for processing multiple new and existing university forms, considering the available options from each of the following form software:  Dynamic Forms – Learn process and software for Dynamic Forms; Design form(s); work with Information Systems to implement best-use Application Programming Interface (API), including development of new APIs as necessary; Work with Pandemic Team, HR, Office of General Counsel (OGC) for review and approval of developed forms for use during Covid-19 and beyond;  Kuali Build – meet with representatives from Kuali to evaluate and determine how Kuali Build might benefit the University; Join an evaluation group comprised of members of Research and Kuali representatives to begin development and implementation of various forms using Kuali Build; Collaborate on use of Kuali Build for University return-to-work applications  Microsoft Forms – become familiar with various survey/form options available to determine scenarios when this format might be the best option for university-wide forms  Adobe Acrobat; Solid knowledge and background in setting up fillable forms using Adobe Acrobat, including implementation of digital signage o Develop new forms and maintain the following forms utilizing various software noted above; Travel Exception Authorization – this form requires ongoing maintenance as the API call occasionally fails to pull correct information; Teleworking during COVID-19 –used by employees in the Vice President for University Operations Division; Request for Leave Without Pay or Special Leave – to be available university-wide; CSU Events Exception Authorization – to be implemented when the university will again be hosting events; CSU Cares Fund Application for Relief – available to all university employees needing emergency financial assistance due to Covid-19; Annual Crime Statistic Report Form – used by the CSU PD for collection of data required by Federal law; forms related to Voluntary Retirement Incentives, including the application form and the Position Replacement Requisition forms • In addition to monitoring a personal email, this position also monitors and responds to emails that are sent to the operations@colostate.edu and the VPUOUniversityoperations@mail.colostate.edu email addresses • Lead the VPUO Support Professionals group in its ongoing efforts to collaborate and share knowledge across all departments within the Division • Coordinate and draft a bi-monthly newsletter to be shared with all members of the Division • Assist as needed in the preparation of and routing of annual performance reviews of the AVP’s direct reports • Processes monthly mobile communications payments for staff • Draft letters, memos, and spreadsheets using Word, Excel and PowerPoint, being able to create and maintain tables, databases, presentations, other special projects with proofreading, editing, research, and web pages • Works with department representatives in the selection of retirement gift purchases and appreciation card requests • Handles Resource Coordinator responsibilities for VPUO and Policy Office creating new Teams as requested, establishing shared email addresses, etc. • HR Access Reports (Annual); route reports to team leaders for review for accuracy; obtain signatures; process necessary paperwork to remove access as needed or requested • Act as Conflict of Interest (COI) Reviewer for all departments in VPUO. Obtain signatures as needed.

Percentage Of Time 60

Job Duty Category Support to the Assistant Vice President for Safety and Risk Services

Duty/Responsibility

• Manage Assistant Vice President’s calendar • Provide administrative support, as needed, in the preparation of memoranda of understandings and other instruments with federal, state, local, and private organizations; assist with preparation of grant applications • Draft letters, memos, and spreadsheets using Word, Excel and PowerPoint, being able to create and maintain tables, databases, presentations, other special projects with proofreading, editing, research, and web pages • Takes minutes as needed for Public Safety Team meetings or others, as needed • Receive documents needing AVP signature, collect signatures, route them as needed and maintain a digital record of all documents signed by the AVP • Assist as needed in the preparation of and routing of annual performance reviews of the AVP’s direct reports • Assists the AVP in meeting the Safety and Risk Services area goals, objectives, services, and functions, including both University events and those held on Campus by others as well as game day managerial operations o Reviews and assists in the preparation of enterprise risk management reports to the Executive Leadership Team as needed

Percentage Of Time 25

Job Duty Category Website Maintenance

Duty/Responsibility

• Supervise and assist in the regular maintenance of the following websites: o University Operations o Safety and risk services (TBD) o Clery Compliance (TBD) o Policy Manager o Commitment to Campus

• Maintenance of these websites shall include: o Use of the University’s tools (Monsido) to verify the site’s accessibility o Updating broken links as notified or determined via a Monsido report • Routinely review the sites for accuracy and necessary updates

Percentage Of Time 5

Job Duty Category Other Duties

Duty/Responsibility

• Makes hiring decisions, provides education and training, conducts performance evaluations, and recommends merit increases for one State Classified employee • Develop procedures to accomplish tasks and balance complex support needs of multiple high-level staff members across different departmental areas • Additional duties as assigned • Assist CSUS Treasurer by coordinating minute taking for Variable Rate, OPEB Investment and OPEB Trust meetings • Assists Clery Compliance Officer with training compliance communications; Clery Compliance Committee meeting agenda preparation, scheduling, and taking notes as needed; provide calendar management, as needed, assisting with scheduling meetings or trainings; Assist with preparation/review of presentations and trainings; maintain/update Qualtrics survey and send intermittently, as needed; generate survey reports; maintain and update Bridge training for CSAs, including tracking those that have/haven’t completed the training timely; • Provide back-up admin support for Emergency Hardship Loan Fund applications for Commitment to Campus

Percentage Of Time 10

Special Instructions to Applicants

Interested applicants must submit a cover letter which addresses how professional experiences align with all of the required and the preferred qualifications of the position; a current resume; and the names, e-mail addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)

Search Contact Vivian Wang (Vivian.Wang@colostate.edu)

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity (https://oeo.colostate.edu/) is located in 101 Student Services.

The Acting Title IX Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 123 Student Services Building, Fort Collins, CO. 80523-0160, (970) 491-1715, titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

References Requested

Minimum Requested 3

Maximum Requested 3

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

  • Resume

  • Cover Letter

    Optional Documents

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