Operations Coordinator Job at Colorado State University
Position Location
Fort Collins, CO 80523
Work Location
Position is fully in-office/in-person
Type of Position
Full-time
Classification Title
Technician III
Posting Number
202300183P
Position Type
State Classified
Open Date
05/01/2023
Close Date
05/15/2023
Salary
$3,881 - $4,167 Monthly + Full Benefits
Employee Benefits
Colorado State University is 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 eligible employees in the following University benefit areas:
https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/. To see the value of CSU benefits in addition to wages, visit our compensation calculator – https://hr.colostate.edu/total-compensation-calculator/.
https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/. To see the value of CSU benefits in addition to wages, visit our compensation calculator – https://hr.colostate.edu/total-compensation-calculator/.
State Classified Hourly
No
Overtime Eligible
Description of Work Unit
The Office of International Programs (OIP) fosters cross-cultural understanding through high-impact learning and community engagement in support of CSU’s land-grant mission. The office encourages students to experience and understand diverse cultures through education abroad experiences; provides quality services to international students and scholars; and organizes classroom-based, programmatic, and experiential activities, both on-campus and abroad, to provide the CSU and broader community with relevant international and intercultural educational experiences. It also supports the international activities of CSU colleges, departments, and faculty to create joint research initiatives, international exchanges and other collaborative activities worldwide. Additionally, the office establishes and manages CSU’s strategic global partnerships and is responsible for international student recruitment and intensive English courses and programming.
OIP is led by the Vice Provost for International Affairs and comprises approximately 60 staff and faculty in six units: International Student and Scholar Services (ISSS), the International Enrollment Center (IEC), Programs for Learning Academic and Community English (PLACE), Education Abroad (EA), Strategic and Academic Initiatives (SAI) and the CSU Todos Santos Center. The division is continually innovating and expanding the programs and services it offers CSU students, faculty, staff, and partners.
Colorado State University is a premier public research university established as the land-grant institution for the State of Colorado in 1870. CSU is committed to excellence, setting the standard for public research universities in education, research and outreach for the benefit of the citizens of Colorado, the United States, and the world. The campus culture is driven by a desire always to do better and a vision to be the best place to learn, work, and discover.
Colorado State’s principles of community – inclusion, integrity, respect, service, and social justice – reflect our core values and support CSU’s mission and vision of access, research, teaching, service, and engagement. Each member of our community has a responsibility to uphold these principles when engaging with one another and acting on behalf of the University.
CSU is recognized in national rankings and is the school of choice for Colorado students, with a longstanding legacy of attracting the best and brightest nationally and internationally. The University has eight colleges, and resident student enrollment is approximately 33,000. With 1,500+ international students and scholars representing approximately 100 countries, the campus continues to adopt an international worldview. When these students arrive, they’re not alone; more than 20 percent of tenure-track faculty are international.
CSU is located in the city of Fort Collins, a dynamic community with a population of over 160,000. Situated 65 miles north of Denver at the western edge of the Great Plains and at the base of the foothills of the Rocky Mountains, Fort Collins is a gateway to world-class skiing, hiking, fishing, climbing, and biking, and has an average of 300 days of sunshine per year. Colorado has earned a worldwide reputation as an area that offers an unparalleled lifestyle, and Fort Collins represents the very best of Colorado.
Position Summary
The Operations Coordinator is responsible for assisting the Executive Director for Finance and Operations with human resources administration and other administrative duties. The primary responsibilities are in the areas of new employee onboarding, payroll administration, student employment, and HR system entries for all employee types, as well as other administrative duties to support the operations of the entire division. This position will also serve as backup for the annual salary increase exercise (SALX) process. The Operations Coordinator is a full-time state classified position reporting to the Executive Director for Finance and Operations. The position works predominantly in person on the CSU campus with the potential for some flexibility in work arrangements.
Minimum Qualifications
To be considered for this position, candidates must demonstrate the following:
- Three years of general clerical experience.
Substitutions
Preferred Qualifications
- Strong commitment to diversity, inclusion, and equal access
- Experience administering HR processes and procedures, including hiring, onboarding, and payroll
- Experience with Kuali and Oracle or similar data management systems
- Proficiency with MS Office Suite, including Excel, Outlook, and Word
- Strong attention to detail and accuracy
- Demonstrated strong organizational skills, including the ability to prioritize and manage multiple projects and activities
- Strong written, verbal, and interpersonal skills, with the ability to interact with a wide range of people at all levels of an organization, including culturally diverse communities
- Related state service experience
Essential Job Duties
Job Duty Category
Human Resources Management
Duty/Responsibility
- Establish and lead onboarding policies and procedures for all AP, SC, faculty, and student employees that will be used across the entire division to ensure consistency and efficiency.
- Act as the team lead for student employment. Monitor work study student hours and work closely with the student employment office to ensure University guidelines are adhered to. Work with division student employers to ensure timely processing of new student hires. Coordinate with student employers on student appreciation and graduation recognition.
- Create trainings for student employers in HR processes and best practices.
- Act as the team lead for search administrative support staff and work with the office EO coordinator to create standardized processes for supporting searches.
- Responsible for tracking employee milestones and other employee recognition activities for the division and ordering awards.
- Act as division coordinator for Workers’ Comp and FML. Advise employees on their rights and work with Central HR to file paperwork and maintain accurate records.
- Convene and lead a regular meeting of division state classified personnel to build community and decide on trainings and topics specific to that employee group.
- Represent the division at the campus HR Liaison meetings.
- Serve on the OIP DEI Hiring, Onboarding, and Retention Subcommittee.
Percentage Of Time
35%
Job Duty Category
Human Resources Administration
Duty/Responsibility
- New employee onboarding: first contact with new employees; initiate electronic forms required by Human Resources, coordinate with Operations and Communications Team to set up workspace and order supplies; coordinate with new supervisor to create first-day schedule and ensure that all onboarding activities are completed.
- Complete hiring process in ORACLE for Executive Director approval.
- Initiate all background checks — both employment and motor vehicle.
- Manage and process all required paperwork for all types of new hires and assignment changes. Process all entries in ORACLE, Handshake, and TimeClock Plus.
- Manage and process biweekly payroll. Ensure timely approval of 20-35 student and non-student hourly time clock entries via TimeClock Plus. Produce and verify associated reports and make any necessary changes.
Percentage Of Time
30%
Job Duty Category
Administrative Support
Duty/Responsibility
- Provide administrative support to the Operations and Communications team with tasks as assigned, to include website updating, calendar management, ordering catering for events, reserving rooms, and special projects.
- Hire, train, and supervise Operations student employees.
- Act as the internal key desk manager, assigning and managing keys for all employees. Maintain accurate records.
- Work with the building proctors in two building to manage and process office-wide surplus items.
- Manage a budget, maintain inventory, and order supplies that are used office wide.
- Cross train with accounting techs on basic accounting functions such as travel processing and paying invoices. Act as backup if needed.
- Assist with other office-wide special programs, such as visiting delegations.
Percentage Of Time
30%
Job Duty Category
Service
Duty/Responsibility
- Participate in a work group, committee, etc., that is outside the scope of regular duties but supports OIP, CSU, or the professional community.
Percentage Of Time
5%
Application Details
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/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University 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 and equal access institution and 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 Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu.
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu.
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, oeo@colostate.edu.
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu.
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu.
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, oeo@colostate.edu.
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.
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 for the finalist before a final offer. 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.
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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