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Admin Assistant III to the Associate Dean of the HSB

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Admin Assistant III to the Associate Dean of the HSB

Salary

$49,848.00 - $54,000.00 Annually

Location

Pueblo, CO

Job Type

Full Time

Job Number

GGJ-431-06/25

Department

Colorado State University Pueblo

Opening Date

06/10/2025

Closing Date

6/17/2025 10:00 AM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

2200 Bonforte Boulevard Pueblo, CO 81001

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

[email protected]

Salary Note

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

+ Description

+ Benefits

+ Questions

Department Information

The mission statement of the Malik and Seeme Hasan School of Business (HSB) at Colorado State University-Pueblo is as follows:

"We transform students, innovate in teaching, conduct ourselves with professionalism, and engage with and positively impact our stakeholders. The intellectual pursuits of our faculty focus primarily on applied scholarship and instructional development. Our outreach activities, developed in partnerships with the community to serve to enhance the quality of life and economic well-being in southeastern Colorado."

CSU Pueblo is dedicated to interdisciplinary learning and entrepreneurship that elevates our people and our community, creates educational opportunities, fosters unique collaborations, and supports inclusion, access, and affordability as a gateway to the world

Description of Job

The Administrative Assistant III is responsible for providing essential support to the academic programs within the Hasan School of Business, assisting faculty, administrators, technical, and clerical staff with their teaching, research, and service activities. This role ensures smooth administrative functions within the Associate Dean’s Office and serves as a key point of contact for students, potential students, educational institutions, and the public, providing information and guidance to ensure a smooth and professional experience. The position involves a variety of clerical tasks, including managing communications, maintaining records and assisting with textbook ordering; supervisory tasks, including management of work studies schedules; and providing administrative support to faculty and staff.

Administrative Assistant class series description available online (https://dhr.colorado.gov/class-description-and-minimum-qualifications-for-g3a-administrative-assistant)

Primary Duties:

HSB Operations Support and Front Desk Management

+ Required work schedule: M-F 8:30 am – 5:30 pm. Ensure that the School’s facilities are closed daily.

+ Greet and provide university and program information to students, potential students, other educational institutions, and the public.

+ Train, hire, refer and manage student workers. Supervise students and ensure referrals are issued timely in coordination with HSB staff. Ensure students are informed on how to greet and provide university information at HSB's front desk, implementing training and updating office procedure operations as needed to support the office success.

+ Provide information for internal and external constituents, offering guidance to resolve potential issues or direct inquiries as necessary.

+ Maintain a professional office appearance and manage the front desk area, ensuring smooth traffic flow and a welcoming atmosphere.

+ In the absence of any team member, assist with Operations at the Hasan School of Business to the best of their ability.

+ Take walk-ins, messages, and direct calls to appropriate faculty, staff, or departments.

+ Work with the university bookstore and textbook publishers to order textbooks for courses and ensure timely delivery.

+ Other duties as assigned

Office Oversight and Proctoring

+ Monitor and maintain office equipment, including copiers, fax machines, and conference room technology, ensuring functionality and coordinating repairs as needed.

+ Oversee building and office operations, verifying that routine tasks are completed accurately and on schedule.

+ Support academic operations through occasional exam proctoring as assigned.

Clerical Support and Supervisory Duties

+ Provide clerical support to the Associate Dean and faculty by preparing documents, recording data, and ensuring timely and accurate completion of tasks.

+ Prioritize tasks and ensure that deadlines are met while managing multiple responsibilities.

+ Record and prepare minutes for faculty and advisory board meetings.

+ Gather faculty assessment data, maintain records, and prepare requested reports and course syllabi.

+ Manage faculty textbook orders in consultation with the Associate Dean, Dean, and MBA Director.

+ Handle class schedule entry in AIS/Banner and manage scheduling of make-up exams.

+ Train faculty, staff, and work-study students on the proper use of office equipment, creating and updating office procedures and training as needed.

+ Assist in the planning, scheduling, and coordination of meetings, events, and special projects for the Dean and Advisory Council.

+ Coordinate with various departments within CSU Pueblo to ensure deadlines are met and necessary resources are available for the School of Business.

+ Plan, develop, and implement standards of procedures to ensure smooth operations within HSB. Working closely with the Admin III for the Dean to ensure smooth daily operations within HSB.

+ Managing class scheduling conflicts and coordinating make-up exams. Training Faculty and work-studies on using office equipment.

+ Troubleshooting office equipment issues and deciding when it is appropriate to request IT support. Choosing dates, securing venues, and allocating responsibilities for events.

+ Identifying key contacts in departments and prioritizing requests. Resolving scheduling and resource conflicts with other departments.

SOPs and Records Management

+ Create, update, and track key operational information, such as the master room schedule, website, digital directory, promotional materials, announcements, etc.

+ Maintain the course master schedule and make adjustments needed such, but no limited to, updating pivot tables, running queries, updating enrollments, create graphs and report tables for the Associate Dean, among others.

+ Develop and implement Standard Operating Procedures for HSB.

Operations and Technology Support, and Process Improvement

+ Design and develop computer-based forms using advanced word processing and spreadsheet functions to streamline office operations (Adobe, MS Forms, Google forms, etc.)

+ Maintain the policies, processes, and procedures manual for the Hasan School of Business, in collaboration with the Ops team.

+ Oversee inventory management and order office supplies, as well as supervise the repair and maintenance of office equipment.

Salary: $49,848.00 - $54,000.00 Annually

Due to budget constraints, we have a constricted wage range for this position. We are only able to accept applications from persons with three or fewer years in the Administrative Assistant series; persons with three or more years related experience outside of the Administrative Assistant series are also encouraged to apply.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

THIS JOB ANNOUNCEMENT IS OPEN TO CURRENT STATE OF COLORADO RESIDENTS ONLY

Minimum Qualifications

Experience Only:

Three (3) years of relevant experience in an occupation related to the work assigned to this position

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years

Preferred Qualifications

+ Associate's degree in a related field or Bachelor's degree in a related field preferred.

+ Experience managing sensitive data and confidential information

+ Excellent communication skills, both written and verbal, with the ability to interact with a variety of stakeholders in a professional and courteous manner.

+ Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

+ Advanced Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.

+ Experience with AIS/Banner, KUALI, FileBound, or similar systems preferred.

+ Ability to work independently and as part of a team.

APPEAL RIGHTS:

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:spb.colorado.gov. 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 or complete form at https://spb.colorado.gov/filing-appeals. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

Applicants must attach the following documents, in order to be considered for this position:

+ a letter of intent (cover letter) detailing the extent to which you meet the minimum requirement and preferred qualifications for this position

+ a current resume or CV

Additionally, applicants must attach an official or unofficial transcriptonlyif using education to substitute for some or all of the experience requirement.

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.

Early submission of application materials is encouraged. The position will remain open until 3pm Monday, June 16th, 2025; all applications received by that time will be reviewed.

All interested candidates are encouraged to apply through the on-line application system;paper applications (https://careers.colorado.gov/sites/careers/files/documents/Colorado-Paper-Application-202011-enabled.pdf) (including all requested attachments) may be submitted to the address listed below and must be receivedin officeby8am Monday,June 16th, 2025, to be considered for this position.

CSU Pueblo Human Resources Department

2200 Bonforte Blvd, Admin #307

Pueblo, CO 81001

Attn: Luna Velar

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 student-to-faculty ratio for an ever-changing global economy. Students can choose from 38 undergraduate programs with 70 fields of study in the College of Science, Technology, Engineering and Mathematics; the Hasan School of Business, the College of Humanities, Arts and Social Sciences; and the College of Health, Education, and Nursing; and 15 graduate programs.

CSU Pueblo is dedicated to interdisciplinary learning and entrepreneurship that elevates our people and our community, creates educational opportunities, fosters unique collaborations, and supports inclusion, access, and affordability as a gateway to the world. 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.

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 STEM 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.

Colorado State University Pueblo offers a comprehensive benefits package including:

+ Medical and prescription insurance

+ Dental insurance

+ Vision insurance

+ Flexible benefit plan

+ Basic term life insurance

+ Voluntary term life and AD&D lnsurance

+ Long-term disability insurance

+ Employee assistance program

+ Travel accident insurance

+ Voluntary critical illness and accident insurance

+ Annual and sick leave

+ Retirement plans

+ Employee and dependent tuition discounts

+ State employee discounts via BenefitHub

Other incentives include v arious on-campus event, recreation, and meal discounts.

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.

It is the policy of Colorado State University Pueblo to provide reasonable accommodations for employees and applicants with disabilities. If you need accommodations, please contact the Office of Human Resources & Institutional Equity at (719) 549-2441 [email protected].

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.

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

Are you a current State of Colorado resident?

+ Yes

+ No

02

Are you a current CSU Pueblo employee?

+ Yes

+ No

03

As listed in the "Supplemental Information" section of the job announcement, have you uploaded the required cover letter detailing the extent to which you meet the minimum requirement and preferred qualifications for this position?

+ Yes

+ No

04

Have you uploaded the required resume/CV?

+ Yes

+ No

05

Is it your intention to substitute related education on a year-for-year basis for some or all of the experience requirement?

+ Yes

+ No

06

Have you attached an unofficial transcript if using education to substitute for some or all of the experience requirement?

+ Yes

+ No

07

Do you acknowledge that failing to include the required attachments will result in your application not being considered?

+ Yes

+ No

08

If you are a State Classified employee, do you have three or fewer years experience in the Administrative Assistant series?

+ Yes

+ No

Required Question

Employer

State of Colorado

Address

See the full announcement by clicking

the "Printer" icon located above the job title

Location varies by announcement, Colorado, --

Website

https://careers.colorado.gov/

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