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Academic Services Professional

Company: University of Colorado
Location: Colorado Springs
Posted on: June 24, 2022

Job Description:

**Description**

Envision yourself in a collaborative, inclusive, and innovative work environment that has a deep commitment to position our graduates for success in their professional and personal lives. Visualize applying your energy and skills for an organization that respects and cares about its employees enough to offer some of the best benefits of the industry while encouraging every team member to grow, collaborate, and provide input on how to consistently make the workplace a place people love to work. Imagine working at a college that welcomes everyone - students, faculty, staff, and community members - regardless of their backgrounds, beliefs, or traditions. If what was just described is what you look for in a workplace, welcome to the University of Colorado Colorado Springs (UCCS) !

The College of Education invites applications for an Academic Support Professional that is responsible for providing coordination and support for academic, administrative, and student services functions. Work involves exercising discretion, analytical skills, and personal accountability to the college leadership team, department chairs, undergraduate and graduate program coordinators, and a large group of full-time and part-time faculty. This position makes decisions in organizing and establishing work processes to ensure delivery of academic programs' educational, research, engagement, and service activities, independently resolving problems as they arise, exercising a high level of judgement, independent thought, and decision-making.

This position will be part of a cross-functional team, primarily responsible for various administrative processes and operational functions related to faculty support, student services, and human resources for multiple academic departments. This position will work closely with the dean's office, department chairs, program coordinators, faculty, staff, and students. This position will be an integral part of each student's relationship with the College of Education from initial inquiry to alumni. This position contributes to general academic advising, all aspects of admissions to COE academic programs, maintaining student records, and providing support to and between COE students, faculty, and staff. The incumbent must exercise sound judgment in decision-making, establish priorities in completing work assignments, exercise confidentiality, function at a high level of performance with minimal supervision, and possess a broad and deep understanding of all COE graduate and undergraduate programs.

**Who We Are:**

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,000 undergraduate and 1,800 graduate students. UCCS offers 53 undergraduate degree programs, 24 graduate degree programs, and 8 doctoral programs. UCCS is also home to the world's only Bachelor of Innovation TM program, which allows our graduates to master multi-disciplinary skills and graduate ready to create real change in the world. UCCS was recently classified as a "High Research Activity" university by the Carnegie Foundation and takes pride in being the only higher education institution in southern Colorado that explicitly includes research as part of its mission. We have a strong focus in fueling student success by creating, using, and maintaining a multitude of offices - First Year Experience, Excel Centers, Academic Advising, and the Career Center just to name a few. Overall, UCCS is constantly focused of preparing our students to have success in the future, and we understand that every single employee on our campus has a significant effect on that focus.

The city, which was recently ranked as the number six Best Places to Live by U.S. News & World Report in 2021 , known as _Olympic City USA,_ rests at the base of Pikes Peak, the inspiration for the song "America the Beautiful" and a must-see for residents and visitors alike. The 14,115 foot summit is just one of dozens of area attractions, including scenic trains, museums, parks, a zoo and more. With a mild climate and 247 days of sunshine each year, the Springs boasts some of the state's best recreation opportunities.

Job Duties

+ Serve as **primary point of contact and professional support** for supervisor, faculty, staff, prospective students, students, outside agencies, and others regarding inquiries about the department(s). Maintain student handbooks, policies, and student or faculty files. Update forms and manuals as needed. Create and maintain spreadsheets, reports, budgets, and records. Initiate and maintain clear and consistent communication with supervisor, students, faculty, staff, and other stakeholders. Respond to inquiries, providing guidance, directions, and recommendations. Provide support of daily operations of the college as needed, e.g., ordering supplies, upkeep of storage/copier room, conference rooms, and community spaces. Route documents for signature in Adobe Sign. Provide leadership and training for student workers with tasks and functions to support the department(s) and college.

+ Provide **administrative support for COE and the respective department(s)** : Purchase instructional supplies and books, conference registrations, and professional memberships. Procure standard office supplies and services, including orders through CU Marketplace, copy center, and facilities. Monitor, coordinate, and update the department teaching plans. Coordinate department course schedules, room assignments, and request for course changes with appropriate campus departments. Manage the scheduling and coordinate the logistics of building classrooms and meeting spaces for the department, clubs, and other relevant groups. Confer with department chair(s) and program coordinators to plan and coordinate departmental events, student progression, and graduation. Assist department chairs in planning and preparation for department meetings, retreats, etc., organize agendas, and transcribe meeting minutes. Support department accreditation and improvement efforts.

+ Provide **support for prospective students, current students, and alumni** : academic advising for College of Education students and provide general information to prospective and current students about the campus, college, program requirements and application process. Clarify admissions, grading, scheduling and graduation policies for students and respond to relevant questions. Coordinate and collaborate with the College of Education departments and campus offices (the Graduate School, Office of International Affairs, Admissions & Records) on admissions, registration and monitoring of prospective and enrolling students: 1) to ensure the academic pursuits of prospective students, applicants, and matriculated students are progressing 2) to support establishment of new and existing maintenance of policies and procedures 3) to stay informed of current and changing policies and procedures 4) to support the resolution of admissions and enrollment issues. Provide support and communication for program cohorts. Engagement and support with alumni, e.g. Program Verification Forms, resolve issues with registrar/records, disseminate information, etc. Maintain and update student files in data tracking system according to policies and procedures. Explain policies and procedures related to course registration, adding and dropping courses, and program withdrawal.

+ **Assist with Administration and Finance tasks and functions:** Compile and track employment-related documents, letters of offer, and additional payment forms. Ensure correct pay and compliance of COE and University policies and procedures. Data entry for lecturer appointments and pay. Maintain, analyze, and update the COE Teaching Plan before and after census date for accurate data reporting. Monitor collection, disbursement, receipt, archiving and submission of required documents. Prepare, track, scan, and file employment-related contracts, receipts, and other documents. Maintain and update electronic files according to policies and procedures. Maintain, interpret, and implement university and college policies regarding human resources and department finances.

+ Attend trainings as needed. Maintain, interpret, and implement university, state and federal guidelines and policies regarding student records. Attend events to publicize COE programs and facilitate the process of hosting such events.

+ Other related duties as assigned.

**Job Competencies:**

+ Ability to communicate effectively, both in writing and orally.

+ Knowledge of Higher Education processes, including FERPA protected information.

+ Ability to establish and maintain effective working relationships with employees at all levels throughout the university.

+ Exceptional customer service skills.

+ Demonstrated commitment and leadership ability to advance diversity and inclusion.

+ Positive attitude and flexibility to function within a cross-functional team.

+ Demonstrated ability to exercise independent judgment; identify and resolve problems or escalate appropriately.

+ Intermediate to high proficiency with Microsoft products (Word, Excel, Outlook, Teams, SharePoint, and PowerPoint)

+ Ability to work independently, multi-task, and prioritize.

+ Excellent organization and time management skills.

+ Skilled in document management (creation, organization, maintenance and dissemination).

+ Acute attention to detail and follow-up required, along with the ability to move from one task/duty to another without errors despite frequent interruptions.

+ Ability to provide administrative support for multiple individuals.

+ Ability to be flexible and adjust quickly to shifting demands.

+ Ability to meet multiple deadlines and complete tasks in a timely manner.

+ Ability to complete repetitive tasks with high accuracy and minimal errors.

+ Exercise judgment and independent initiative; handle time sensitive matters that require concise problem solving and confidentiality.

+ Ability to adapt to changing software systems, embrace new technology and able to quickly learn new software applications and productivity tools.

+ Demonstrated ability to exercise strict confidentiality.

+ Demonstrate effective leadership in mentoring and training other staff.

**Work Location:** _On-site_

This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

**What We Offer:**

**Salary Range:** Generally starting at $38,767 - $45,000

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado Colorado Springs offers excellent benefits , some of which include:

+ Medical insurance, with the lowest cost option being $0 to the employee

+ Dental, Vision, Life and Disability insurance

+ Generous paid vacation and sick time accruals (14.67 hours of vacation and 10 hours of sick accrued per month, prorated if part-time)

+ Mandatory retirement plans. Employees contribute 5% of their annual compensation. CU doubles that and contributes 10%

+ Tuition Assistant Benefit available to you or a dependent

+ Paid Parental Leave after 12 months of employment

+ Off Campus Housing Resources

**Tentative Search Timeline:**

+ First round of virtual interviews with the search committee is expected to be held during the week of **May 9, 2022** .

+ Second round of interviews with the search committee and other stakeholders is expected to be held during the week of **May 16, 2022.**

+ This position is expected to begin **June 1, 2022.**

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check.

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date. If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

**Qualifications**

**Minimum Requirements:**

+ Bachelor degree from an accredited college of university OR an Associates degree and 2 years professional experience.

+ 1 year of experience directly supporting faculty, staff, and students in a higher education setting.

+ 1 year of experience with program coordination, business operations, or administrative support.

**Preferred Requirements:**

+ 1 year of experience with CU-SIS, PeopleSoft, HCM, CU Marketplace, OnBase, or related software.

+ 1 year of experience with the creation of complex schedules and reports.

+ 1 year of experience maintaining compliance with complex rules, contracts, regulations and/or accreditation standards.

**Physical Requirements:**

While performing the duties of this job, the employee is frequently required to move. Employee is occasionally required to have long periods of inactivity, moderate bending, moderate energy requirements and fine motor skills. The employee must occasionally lift and/or move up to 20 pounds.

**Job:** Academic Services

**Primary Location:** Colorado Springs

**Job Category** Academic Services

**Department** C0001 -- Colorado Springs Campus

**Schedule** Full-time

**Posting Date** Apr 22, 2022

**Unposting Date** Ongoing

**Posting Contact Name** Lori Unruh

**Posting Contact Email** lunruh@uccs.edu

**Posting Number** 00795792

**Req ID:** 25499

The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.

Keywords: University of Colorado, Colorado Springs , Academic Services Professional, Accounting, Auditing , Colorado Springs, Colorado

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