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Admin Assistant III to the Associate Dean and Director of Education

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Admin Assistant III to the Associate Dean and Director of Education

Salary

$50,856.00 - $63,492.00 Annually

Location

Pueblo, CO

Job Type

Full Time

Job Number

GGJ-250-07/25

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

In the restructure for the College of Health and Education, the assistant for the dean was changed so that the schools would each would have an Administrative Assistant III to assist with operations of each school and the new dean structure with a half-time Administrative Assistant II to be hired to assume the duties of the Assistant to the Dean of the College of Health and Education. The Administrative Assistant II half-time position will not be filled and the duties of the half-time Administrative Assistant II will now be distributed among the two Administrative Assistant III positions within the College of Health and Education.

Description of Job

In the restructure for the College of Health and Education, the assistant for the dean was changed so that the schools would each have an Administrative Assistant III to assist with operations of each school and the new dean structure with a half-time Administrative Assistant II to be hired to assume the duties of the Assistant to the Dean. Now that the College of Health and Education has been split from Nursing, the Administrative Assistant II half-time position will not be filled and the duties of the half-time Administrative Assistant II are now distributed among the two Administrative Assistant III positions within the College of Health and Education.

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

Start Date: September 1st, 2025

Primary Duties:

Provide administrative clerical support to the Associate Dean and Director of the School of Education

+ Compose, develop, draft, proof read, compile and produce correspondence, reports, data bases, recruitment and application material.

+ Efficiently arrange and access paper and electronic files for the needs of the office.

+ Provide training and supervision of office support staff.

+ Assist with planning and scheduling of program courses, utilize Banner to prepare semester course schedule by inputting and changing course information, request course additions and deletions, maintain associated reports.

+ Manage calendar of appointments and activities, plan, schedule and coordinate meetings and events, coordinate travel plans.

+ Review travel requests and reimbursement requests verifying allowable expenses, determining proper budget account to charge.

+ Provide guidance and work collaboratively with clerical support in this and other units.

+ Interpret, apply and explain office policies and procedures utilizing state, university and program policies.

+ Provide guidance to adjunct faculty in certain aspects of their employment responsibilities including the application of catalog rules, syllabus format, and entering grades.

+ Guide students in the process of admission to the program and student teaching.

Budgets, Purchases, and Surveys

+ Create job offers, supersedes, and supplementals for faculty, adjunct faculty, graduate assistants, and supervisors. Determine appropriate account to charge. Work with university personnel to clarify any job offer questions. Work closely with Human Resources and the Provost Office to provide clarification related to job offer specifics, as well as provide documentation in the form of curriculum vitae and hiring justification statements for all adjuncts hired within the SoE. Track contracts to verify receipt of the fully executed contract by the Payroll Office occurs before the payroll deadline. Create, update and maintain work load reports.

+ Oversee KUALI for the School of Education, monitor the program’s budgets.

+ Monitor and report P-Card (credit card) charges, along with disbursement voucher 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, disbursement voucher, interdepartmental vouchers and deposits for future reference.

+ Advise faculty and staff in preparing budgets and making purchases.

+ Assists associate dean with the development of budgets and assignment of cost centers by determining associated cost for meeting the project goals. Works closely with the Grant Office and Purchasing Office to ensure that university and federal regulations are followed in the administration of the various grants.

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

+ Coordinate daily activities related to the management of the School of Education by assisting students with advisement and registration activities, including meeting with potential students and explaining program components.

+ Respond to requests for information regarding the School of Education Program to students, faculty and other constituents.

+ Monitor course enrollment and grant enrollment permits to eligible students, adding/deleting courses as needed based on student and program needs.

+ Ensure that students meet requirements for enrollment in School of Education courses.

+ Process application for admission and student teaching, track field experience hours.

+ Coordinate management of the master of education program by developing application materials, responding to inquiries, disseminating program information, maintaining up-to-date program materials that reflect changes to program requirements and course offerings.

+ Promote program in order to increase enrollment and retention.

Effectively use the School of Education data management system

+ Liaison with technology personnel (on and off campus) to ensure the proper functioning and updating of the School of Education Program’s electronic information management system, electronic evaluation system and electronic student portfolio system.

+ Utilize system to track, store, and report student progress through various program transition points by inputting student demographic data, program status data, admission and student teaching data, test scores, employment data, semester advising, long-term planning, and program completion data.

+ Utilize report function to access statistical data.

+ Input information related to student field experiences in database tables.

+ Provide cooperating teachers with instruction on how to access the web-based electronic student field experience evaluation.

+ Provide periodic updates to faculty regarding their student’s completion of required field experience.

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: $50,856 - $63,492 Annually

Due to budget constraints, we have a constricted wage range for this position. We are only able to accept applications from persons with 15 or fewer 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

+ Experience managing sensitive data and confidential information

+ Excellent customer service to include communication skills, both written and verbal, and 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, Outlook, and Access.

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

+ Ability to learn new skills and systems quickly.

+ Experience with program accreditation.

+ Experience with educator preparation programs.

+ 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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