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HR Liaison & Administrative Coordinator
Colorado State University in Fort Collins, Colorado
 
 
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Date Posted 03/01/2021
Category
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled
 
 
 
 
 

Posting Details


Working Title HR Liaison & Administrative Coordinator
Position Location Fort Collins, CO 80523
Classification Title Admin Assistant III
Posting Number 202100051P
Position Type State Classified
Open Date 02/26/2021
Close Date 03/08/2021
Salary $3,599 - $3,979 monthly, salary commensurate with experience and qualifications + FULL BENEFIT OFFERINGS
Employee Benefits

Colorado State University (CSU) and the State of Colorado are 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 classified employees in the following University benefit areas. https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf .

Full/Part Time Full-time
State Classified Hourly No
Overtime Eligible
Description of Work Unit

The Department of Environmental and Radiological Health Sciences (ERHS) houses academic, research, and clinical programs that address the promotion of human and animal health. The mission of the department is to deliver excellent undergraduate, graduate, and professional veterinary medical education in environmental and radiological health to prepare students to contribute to society; to conduct state of the art research in human and animal health focusing on environmental exposures and clinical applications; and to promote excellence in outreach and service to the citizens of Colorado, the United States, and globally through information transfer, research, continuing education and technical assistance. ERHS is unique in its multifactorial approach to disease that involves chemical, physical, and biological factors. ERHS provides undergraduate and graduate programs leading to B.S., M.S. and Ph.D. degrees. Training is offered in a broad range of environmental and radiological health areas including biosafety, cancer biology, cell and molecular radiobiology and toxicology, contaminant ecology, health physics, medical physics, human and veterinary epidemiology, industrial hygiene, veterinary diagnostic imaging, radiation oncology, occupational safety, ergonomics, and risk assessment.

Position Summary

The purpose of this position is to:
1) Provide exemplary support and customer service to outside clients of the veterinary diagnostic imaging (VDI) and radiation oncology sections of ERHS;
2) Provide exemplary support to faculty, staff, veterinary residents, graduate students, and post-doctoral fellows in VDI, radiation oncology, and the Flint Animal Cancer Center (FACC);
3) Assist VDI faculty in their teaching mission by assuring that lectures, exams, and images are entered into Canvas in an accurate and timely manner;
4) Provide Human Resource liaison services for ERHS faculty, administrative professional staff, state classified staff and hourly employees located at the VTH;
5) Enter requisitions into Kuali for VDI and radiation oncology services;
6) Organize, track and file all PCARD reallocations and receipts for expenditures by ERHS personnel located at the VTH;
7) Manage and process travel for faculty, staff, residents, graduate students, and post-doctoral fellows in the VDI and radiation oncology sections;
8) Assist other support staff in VDI and the FACC during times of heavy workloads and serving in a back-up capacity when needed.

Minimum Qualifications

Three years of full-time general clerical experience.

Substitutions
Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

  • Experience in a higher education setting
  • Knowledge and experience performing basic accounting functions such as PCard transactions, accounts payable, travel tracking and reimbursement, etc.
  • Demonstrated experience using HRIS (Oracle), financial database systems (Kuali), electronic time clocks (TimeClock Plus, course management systems (Canvas), and applicant tracking systems (TMS/PeopleAdmin)
  • Ability to multi-task
  • Office management skills and experience and ability to anticipate needs and plan ahead.
  • Ability to thrive in a fast-paced environment
  • Excellent customer service skills
  • Ability to prioritize and distinguish between competing activities in an active and unpredictable work environment based on time and deadline constraints
  • Good organizational skills
  • Strong verbal and written communication skills

Essential Job Duties


Job Duty Category Human Resources
Duty/Responsibility Serves as human resources liaison for ERHS faculty, administrative professional staff, state classified staff, and hourly employees located at the VTH. Duties include, but are not limited to:
  • All human resource and student employment processes for the above employee types assuring accurate, complete, and timely processing of paperwork.
  • Accurate and timely entry of distribution and other required information into the human resources database (ORACLE).
  • Updating appointment information as required.
  • Assist with hourly timesheets as necessary to ensure accuracy; troubleshooting issues related to employment policies and procedures.
  • Organize and maintain personnel records.
  • Record and maintain leave records using TimeClock Plus and Oracle.
  • Provide administrative support to search committees, promotion and tenure process, radiology residency application process.
Percentage Of Time 25%
Job Duty Category Customer Service
Duty/Responsibility Provide exemplary customer service and support to the VDI and radiation oncology faculty, staff, residents, postdoctoral fellows, and graduate students. Duties include, but are not limited to:
  • Serve as the first line of communication; problem-solving.
  • Schedule meetings; coordination of communications and activities.
  • Daily interaction with faculty to identify needs/deadlines, responding in a positive, professional, and efficient manner to assist in all areas of the teaching/research/service mission.
  • Coordinate attend and record VDI faculty meetings; provide information and referral to visitors and clients.
Percentage Of Time 20%
Job Duty Category Canvas Assistance
Duty/Responsibility

Work in Canvas (web-based Learning Management System) for the VDI faculty who contribute to teaching in the Doctor of Veterinary Medicine curriculum. Duties include, but are not limited to:

  • Load lecture materials, images, and examinations.
  • Update or revise test questions prior to the opening of a scheduled exam.
  • Creating special release parameters for special test circumstances.
  • Verify that tests open correctly and at the scheduled times.
  • Troubleshoot when problems arise.
Percentage Of Time 15%
Job Duty Category Accounting
Duty/Responsibility
  • Organize, track and file PCARD reallocations and receipts for expenditures of ERHS personnel at the VTH.
  • Order lab/office supplies as needed and pay invoices, assuring appropriate vendors are used according to University purchasing guidelines.
  • Oversee usage and service of office equipment, track monthly usage, maintain security accesses, and compiles usage reports.
  • Assure that seminar/meeting rooms are furnished with needed supplies and that equipment is functional.
Percentage Of Time 10%
Job Duty Category Travel
Duty/Responsibility
  • Process travel documents for ERHS faculty, staff, and students at the VTH following CSU and state of Colorado guidelines.
  • Verify that the travel has sufficient documentation to show the benefit to the program(s).
  • Obtain required approvals in a timely manner prior to commencement of travel.
  • Assure that travel expense reimbursements are paid accurately and in a timely manner; maintain records for audits of travel documents.
  • Assure that the appropriate account managers have necessary travel records.
Percentage Of Time 10%
Job Duty Category Animal Cancer Center Support
Duty/Responsibility
  • Assists other administrative staff in the Animal Cancer Center (ACC) main office during times of heavy workloads.
  • Serve in a back-up capacity with tasks which may include, but are not limited to, seminar arrangements and scheduling; teleconference organization; general letter transcription; information gathering and dissemination; medical journal research; ACC email listserv updates; answering phones and assisting walk-in clients.
Percentage Of Time 20%

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.
  • The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS

  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
    • Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES

  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.

NOTES

  • Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.
  • The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from human.resources@colostate.edu, OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

Equity, Diversity, and Inclusion at Colorado State University
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at hr_service_center@mail.colostate.edu or call (970) 491- MyHR(6947).

DEPARTMENT CONTACT INFORMATION

  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
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 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.

Employment and 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: 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.


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