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Admin Assistant III to the Associate Dean and Director of Health Science and Human Movement

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Admin Assistant III to the Associate Dean and Director of Health Science and Human Movement

Salary

$50,856.00 - $53,400.00 Annually

Location

Pueblo, CO

Job Type

Full Time

Job Number

GGJ-318-07/25

Department

Colorado State University Pueblo

Opening Date

07/15/2025

Closing Date

7/22/2025 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

This work unit exists to support the academic programs, research, and services provided by the School of Health Sciences and Human Movement in the College of Health and Education and offers four degree programs: Bachelor of Science in 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; Bachelor of Applied Science in Health Sciences and Administration online; and a Master of Athletic Training along with a variety of certificates.

Description of Job

This full-time position exists to provide office and administrative support and to serve as liaison between school/programs and other university units for the Associate Dean and Director, Coordinators and Faculty of the School of Health Sciences and Human Movement along with the Dean of the College of Health and Education. 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 schedule management, room scheduling, courses changes, generating course master summaries, preparing room schedule reports, monthly expenditure/budget reports, student statistics, program statistics, hiring and managing student workers, maintaining the front office, and managing purchases and travel reimbursements.

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

Primary Duties:

Provide administrative clerical support to the Associate Dean and Director of the School of Health Science & Human Movement

+ Provide administrative decisions and support directly to the Associate Dean and Director and Program Coordinators. The school employs 10-15 full-time faculty and 5-10 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 Associate Dean and Director with university administrators, faculty, and staff.

+ Maintain confidential personnel files for all faculty and adjunct faculty.

+ Proctor test during faculty absence as needed.

+ Maintain conference room schedule.

+ Create spreadsheets of faculty schedules/loads by program.

+ 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 uses.

+ Maintain electronic plans of student coursework.

Budgets, Purchases, 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 Associate Dean and Director, Coordinators and Faculty members on alternative methods for preparing budgets, for making purchases, and for bids and contracts. Advise Associate Dean and Directors, Coordinators and Faculty members on historical precedents concering costs of purchases and documentation to be submitted to accounting along with accounting rules and procedures. Post deposits to correct accounts and make sure requested journal entries are made timely and accurately.

Provides administrative and student support throughout the key transition points in the School of Education

+ 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 Banner system. Enter any requested additions, deletions and/or changes for semester course class schedule.

+ Generate and maintain reports from the Banner course offerings and room scheduling.

+ Maintain the office and office supplies for the faculty and staff. Make decisions and/or suggestions to improve processes and procedures. Keep meeting minutes for advisory, school and program meetings. Make arrangements for meetings (room reservations, room set up. electronic equipment needs, catering, and hotel accommodations as needed).

+ Arrange and schedule meetings as requested by the Associate Dean and Staff. Coordinate travel arrangements and create the schedule for faculty candidates who visit to interview. Must adhere to required formats, guidelines, and deadlines as established by the University Faculty Handbook. Must adhere to room scheduling guidelines as required when assigning rooms.

Student Employment, Surveys and 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 School of Health Sciences and Human Movement 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.

Liaison and administrative support for the Dean & Associate Deans of the College of Health and Education

+ Provides administrative support to the Dean and Associate Deans in collaboration with the Administrative Assistant III in both the School of Health Sciences and Human Movement and School of Education.

+ Makes all necessary arrangements for the CHE faculty/staff meetings, including room reservations and catering arrangements, if necessary; communicates with faculty and staff by sending calendar invites to the meetings; attends the meetings and reports the Minutes of those meetings.

+ Generates the Dean's List letters each semester and ensures that they are timely mailed to the students.

+ Prepares the annual APR spreadsheet required by the Provost's office. Disseminates information to CHE faculty and staff as requested by the Dean and Associate Deans.

+ Provides direction and guidance to others; answers questions, gives directions, helps students, faculty, staff, administrators, and the public needing assistance and/or information. Interprets and explains policies and/or procedures to faculty and/or students. Listens to student problems and complaints and resolves those that can be resolved at the administrative assistant level or directs students to appropriate higher echelon for resolution.

Salary: $50,856 - $53,400 Annually

Due to budget constraints, we have a constricted wage range for this position. We are only able to accept applications from persons with 3 or fe wer years in the Administrative Assistant series ; persons with 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

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

+ Experience with AIS/Banner, KUALI, and FileBound.

+ Ability to learn new skills and systems quickly.

+ 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.

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 21st, 2025, to be considered for this position.All online applications must be submitted by 10am, Tuesday, June 22nd, 2025.

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; the College of Health, and Education; and the School of 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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