This work unit exists to support the academic programs, research, and service provided by the Department of Exercise Science, Physical Education and Recreation and the Division of Health Sciences which offers three degree programs: Bachelor of Science in of Exercise Science, Physical Education and Recreation with four emphasis areas - of Exercise Science, Physical Education, Recreation and Strength & Conditioning, Bachelor of Science in Health Science with five emphasis areas – General Health Science, Public Health, Health Coaching, Pre-Athletic Training, and Pre-Nursing and a Master of Athletic Training.
This full-time position exists to provide office and administrative support and to serve as liaison between departments/programs and other university units for the Chair and Faculty of the Department of of Exercise Science, Physical Education and Recreation (EXPER) and Health Sciences (HS). Included in these services are assistance to administrators, faculty, staff, students and the general public through personal contact as well as telephone, Email, fax and written contact. Other typical activities include employee contract development, course management, room scheduling, courses changes, generating course master summaries, preparing room schedule reports, expenditure/budget reports, student statistics, program statistics and managing purchases and travel reimbursements.
Administrative Assistant class series description available online
Description of Job
Provide administrative and clerical decision making and support
Provide administrative decisions and support directly to the Chair and Program Coordinators. The department employs full-time faculty and adjunct faculty;
Provide guidance, indirect supervision, and work collaboratively with clerical support in this and other units.
Interpret, apply, and explain office policies and procedures utilizing state, university and department policies;
Screen appointments for the department chair with university administrators, faculty, staff, students, members of the community and general public;
Serve as the office point of contact for travel matters for faculty and staff members;
Make travel arrangements, including the preparation of travel authorization forms, and travel reimbursement forms and reimbursements for faculty, staff, students and search and screen candidates.
Provide advice about alternatives in travel arrangements and reimbursements.
Review travel requests and reimbursement requests verifying allowable expenses and codes for budget entries;
Prioritize clerical work for timely and accurate flow of paperwork insuring that needed signatures are in place when necessary.
Instruct office users in the use of office equipment;
Arrange for maintenance and repair of office equipment as needed;
Collect and document information needed and prepare requests for contracts for personnel.
Collect information, provide direction and assist department chairs and faculty in procuring office and instructional supplies and maintaining contact with suppliers of leased office equipment.
Research data by creating reports and comparing figures used for reimbursement or credited accounts.
Create reports for graduation, GPA's, student enrollment, etc. as needed.
Obtain and maintain appropriately important department information that the office is expected to provide to internal and external customers.
Supervise student employees. Ensure referral is in place, approve timesheets, verify and maintain a log to assure student does not work over allotted hours, delegate assignments, evaluate student employee performance and recommend pay increases.
Supply desk copies, syllabus, keys, class rosters, and attendance sheets to adjunct faculty.
Enter official grades and no shows for adjunct faculty and print class lists.
Review graduation contracts and degree audits after completion by faculty and students to ensure completeness and accuracy so the documents will satisfy the DARS Evaluation, record and maintain in student files.
Track keys issued to students and adjunct faculty for access to classrooms, store rooms and labs as needed.
Budgets, Purchases, Contracts and Surveys
Complete purchases of necessary equipment for academic programs.
Monitor and report p-card (credit card) charges, along with petty cash reimbursements; allocating correct account numbers and object codes.
Initiate or complete Internal Departmental Vouchers and monitor the charges in the respective account. Maintain historical files on all purchases through procurement card, purchase orders, check requests, petty cash, interdepartmental vouchers and deposits for future reference.
Monitor budgets by compiling data obtained from the KUALI system to provide monthly balances and reports any discrepancies..
Advise chair and faculty members on alternative methods for preparing budgets, for making purchases, and for bids and contracts.
Advise chairs and faculty members on historical precedents concerning costs of purchases and documentation to be submitted to accounting.
Complete purchases including equipment or needed materials.
Research budgetary questions from the Department Chair, confirming expenses or correcting expenses charged.
Generate for routing and signature approvals the Authorization to Recruit/Hire form in order to post for new position.
Initiate special contracts for overloads and consulting agreements and sees that the receipt of the contract occurs before the 15th day of the month.
Supplies, meetings, ceremonies
Make arrangements for meetings such as department advisory boards and other community meetings; Occhiato Student Center room reservations, room set up, electronic equipment requirements, catering reservations, and hotel accommodations. Ensure all participants receive invitations, reminders, packets of maps/direction, parking and confirmations. Serve as contact person for questions. Sign off on contracts with dining services on billing. Keep a history of each event for future reference. Arrange and schedule any other meeting requested by the Chair.
Coordinate travel arrangements and create the schedule for faculty candidates who visit to interview.
Keep meeting minutes for advisory, department and program meetings.
Maintain the office and office supplies for the faculty and staff.
Develop rules and procedures to solve problems and minimize the attention the chair has to give to resolve the problem.
Grants, Surveys, Reports
Responsible for hiring students, monitoring attendance, approving student employment hours, collecting release forms from attendees, providing certificates, and serving as contact person for emergencies. Resolves budget issues, researches and confirms expenditures.
Create reports containing student enrollment for both undergraduate and graduate, reporting demographic information, full time/part time status, ACT and SAT scores, applications, number of applications accepted, number of transfer students, listing sponsored clubs, faculty salaries for tenure track and adjunct faculty, survey data submitted directly to entity for publication. Create reports for statistical data for the surveys.
Maintain spreadsheets for the EXPER Department of all current and past students. This spreadsheet is used for research on retention of the departments' students. It also provides information required for end of the year Program Review.
Prepares reports required for assessment of programs and program review. Handle arrangements for associated campus visits by evaluators.
Verify and enter information of course offerings
Verify information of course offerings and changes for accuracy and completeness for all summer, fall, and spring semesters.
Prepare course semester schedules for assigned disciplines.
Disseminate course schedules and monitors for return.
Assign all building classrooms for courses offered and finds classroom for courses that need additional available space.
Input all course data into the AIS system.
Enter any requested additions, deletions and/or changes for semester course class schedule.
Generate and maintain reports from the AIS course offerings and room scheduling.
Create spreadsheets of faculty schedules by department.
Maintain conference room schedule.
Proctor tests during faculty absence as needed.
Maintain student files for current, graduates and inactive files for students. Create files for incoming students. Maintain current and historical files of students for future use
Maintain confidential personnel files for all faculty and adjunct faculty.
Maintain logs for submitted graduation contracts, international and admissions files.
Collect and submit book orders each semester, meeting the CSU-Pueblo Bookstore deadlines.
Maintain files of all faculty resumes.
Collect and review all class syllabi ensuring all syllabi are in the correct format. Place on the I drive by the given deadline issued by the Provost Office.
Assist students with forms, directing and informing students of policies and procedures.
Develop rules and procedures to solve problems and minimize the attention the chair has to give to resolve the problem.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Three years of experience in an occupational field related to the work assigned to the position.
Appropriate education will substitute for the required experience on a year-for-year basis.
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
All interested candidates must apply through the on-line application system or submit a paper application packet to the CSU-Pueblo Human Resources office by the closing date and time of this announcement.
Applicants must attach the following documents, in order to be considered for this position:
a letter of intent (cover letter);
a current resume or CV; and
three professional references with contact information to the on-line application.
Applications submitted without the required attachments above will be considered incomplete and will not move forward in the selection process. Once submitted, applicants will not be able to make changes or add information to their application packet, with the exception of their personal contact and demographic information.
Screening of application materials will begin immediately and will continue until the posting closes on Wednesday, January 29, 2020 at 4 p.m. (MST).
About Colorado State University-Pueblo
Colorado State University-Pueblo is a comprehensive state university with an enrollment of 4,000 students. CSU-Pueblo provides relevant professional coursework and superior instruction with a small professor-to-student ratio for an ever-changing global economy. Students can choose from 28 undergraduate programs with 70 fields of study in the College of Science and Mathematics, the Hasan School of Business, the College of Humanities and Social Sciences, and the College of Education, Engineering, and Professional Studies and 10 graduate programs.
CSU-Pueblo is equally committed to serving the diverse population of the region; this emphasis is reflected in the demographic characteristics of the student body. Because more than 25 percent of our students are Hispanic, the Federal Government has designated CSU-Pueblo a Hispanic Serving Institution. Besides reflecting our commitment to serve this critically important and rapidly-growing segment of the student population, that designation also allows the University to compete for certain federal grant funds to support its ability to better serve all students. The University also seeks to provide a rich and diverse cultural environment that allows freedom of expression within a spirit of civility and mutual respect. The public service expected of all members of our community benefits our society - local and global - and builds our sense of citizenship.
Among its unique features, CSU-Pueblo is one of seven schools in the nation to offer a degree in mechatronics, which combines electrical and mechanical engineering. The Hasan School of Business ranks among the top 15 percent of all business schools internationally with graduate and undergraduate programs in business administration accredited by the AACSB International Board of Directors. The College of Education, Engineering and Professional Studies houses an undergraduate engineering program that was ranked in the nation's top 100 by U.S. News and World Report. CSU-Pueblo has an ever-changing campus landscape that features a newly renovated Library, a new general academic classroom building, and a newly renovated and expanded student center.
At CSU-Pueblo, Student Life offerings have increased significantly with the transition of the campus from a commuter environment to a more traditional collegiate experience. Competing at the NCAA Division II level, CSU-Pueblo is a member of the Rocky Mountain Athletic Conference and offers 22 varsity intercollegiate sports and also has active intramural and club sports teams that allow students to get involved in campus life.
About Pueblo, Colorado
The city of Pueblo is a historically and culturally rich, diverse city of more than 100,000, located in the southern part of the state along the Arkansas River near the Wet Mountains and the majestic Sangre de Cristo range. Pueblo enjoys ideal year round climate with four distinct mild seasons, crisp mountain air and 300+ days of sunshine per year. Pueblo attracts outdoor enthusiasts to a full slate of summer and winter recreational activities, encompassing water sports at Lake Pueblo, biking or running along Pueblo's beautiful river trail system, golfing, tennis, hiking or skiing in the mountains to the west. The region is heavily agricultural, with large and small-scale farming and ranching, and a diverse mix of service, manufacturing, and technology industries.
CSU-Pueblo is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Background checks may include, but are not limited to, criminal history (felony and misdemeanor), national sex offender search, and/or motor vehicle history. Candidates who are extended an offer of employment must submit to and pass a background check prior to beginning employment. Some positions depending on the job duties may be required to complete a DMV and/or credit check.
The University reserves the right to check additional references, with prior notification given to the candidate.
Note: The successful candidate must provide official transcripts of academic work completed and, under U.S. Citizenship and Immigration Services regulations, be able to submit evidence of the ability to accept work in the U.S. by the day employment begins.
ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Jen Martin-White by phone or email at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.
In compliance with the Clery Act of 1990, the University's annual security report is available at: https://www.csupueblo.edu/campus-safety.
Colorado State University-Pueblo is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status. Additionally, the University complies with all other relevant, federal, state, and local laws regarding employment practices.