Unfortunately, this job is expired as of 5/31/2016.
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This position will set the standard for professional operation of the biology office to ensure that the office runs efficiently and provides services to all constituencies (students, faculty, staff, and the public) in a timely manner.
Position duties include:
Office Administration and Management: This position will set the standard for professional operation of the office to ensure that the office runs efficiently and provides services to all constituencies (students, faculty, staff, and the public) in a timely manner. This position will adhere to an established work schedule; work effectively and politely with faculty, students, and visitors; respond promptly to information and support requests made by faculty, staff and students; communicate effectively by actively listening to questions and comments from others; prepare all Departmental documents, communications, and mailings; prioritize and complete tasks in a timely manner; meet all established deadlines; maintain all official Departmental forms, files, and records; maintain adequate inventories of office supplies within budgetary constraints; place orders for all office supplies in compliance with state procurement policies; track all office expenses in a customized departmental budget spreadsheet;manage personal event and procurement cards as well as departmental procurement card, including reallocation of monthly expenses in compliance with established policies and deadlines; be proficient in the use and routine maintenance of office equipment including printers, scanners, photocopiers, and FAX machine; be proficient in the use of office software including Microsoft Windows, Word, and Excel, Banner, and SSC Campus; share relevant information with the department chair, faculty, students, and colleagues; adhere to FERPA regulations for the maintenance of confidentiality of faculty and student information; make referrals to appropriate departments and University offices to meet the needs of persons visiting the Biology Department office; demonstrate effective telephone and office greeting skills; and manage access to departmental facilities by approving key and fob access requests in consultation with the Department Chair; administration/maintenance of the department Face Book page.
Academic Program Support: This position will provide consistently high quality administrative and clerical support to the Department Chair and faculty (full-time and part-time). This position will produce error-free memos, reports, fliers, and publication materials related to academic programs; coordinate preparation of course schedules each semester by requesting and compiling faculty teaching requests, preparing draft schedules in Microsoft Excel for review and approval by the Department Chair, accurately entering all schedule information into Banner, assuring that course schedules conform to AHEC room assignment policies by preparation and reconciliation of the Percentage Calculator for Banner Class Time Coverage Report (SWCSR02), and resolving any schedule errors (e.g. room conflicts, stacked classes roomed in different places, classroom capacity errors, etc.); prepare Excel spreadsheets of final exam schedules and resolve any errors (e.g. stacked class exams scheduled at different times); manage textbook orders to assure compliance with established deadlines; and assist faculty with computer and information technology service requests.
Academic Advising Support: This position will facilitate effective academic advising by printing CAPP Reports and Degree Audits for students and faculty advisors, maintaining adequate supplies of advising worksheets and related forms, providing advice to students on core biology degree requirements when faculty advisors are unavailable, and maintaining updated calendars of faculty Office Hours in print and online. This position will coordinate departmental Advising Parties each semester including scheduling, recruitment of advisors, and procuring refreshments.
Faculty and Staff Searches and Hiring: This position will be responsible for management of clerical aspects of searches for full-time faculty and exempt staff and for the administration of hiring part-time Affiliate Faculty. This position will enter new position descriptions in the People Admin online employment system, receive application materials and file them for review by search committee members, correspond with all job applicants regarding application status as requested by faculty search committee chairs, assure compliance with all University EEO and departmental policies for searches and hiring activities, in consultation with search committee chairs prepare and submit all necessary forms as specified by the University EEO office and University search procedures. This position will prepare and process Affiliate Faculty contracts or letters of appointment in accordance with HR policies, enter faculty loads in Banner (FLAC), maintain departmental personnel files for all Affiliate Faculty including current contact information, brief new Affiliate Faculty regarding MSU Denver and departmental policies, procedures, etc., and complete applications for ID cards and key requests for new faculty and staff members.
Supervision of Office Work Study Students: This position will be responsible for management of student work study employees including interviewing and hiring, verification of work-study eligibility and awards, training and supervision, establishment and oversight of student employee work schedules, conducting student employee performance evaluations, approval and processing of timesheets and approving payroll in Banner in accordance with proper HR policies.
A bachelor’s degree (or the equivalent combination of education and experience) (Please note that one year of education is equivalent to two years of relevant professional experience).
Three years administrative experience relevant to the position.
Experience with hiring, supervision, and performance management of staff.
Experience providing customer service and assistance.
A minimum of one year experience as an administrative assistant in higher education; at least three years of experience using Microsoft Office Suite to include MS Word, MS Excel, Power Point and Outlook; experience using Banner or related student information system; experience providing academic advising; experience conducting purchasing in compliance with institution, state and federal purchasing rules and regulations; experience managing a budget and reallocating monthly expenses; experience serving in a position that provides Office Management; experience working in compliance with FERPA and rules of confidentiality; experience managing a Face Book page or other social media account.
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
References refers to a list of three professional references and their contact information.
Official transcripts will be required of the candidate selected for hire.
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