Pay Range:

$18.78 - $26.30

Position Summary:

Job Description:

Salary Note: Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

Administrative Assistant II - Art and Music Departments

This full-time benefitted position provides customer service, as well as administrative and clerical support to staff and students, within the Art and Music departments at Western Colorado University. This position is also provides fiscal management and public relations services.

JOB DUTIES:

• Office Management: general administrative and clerical operations; produces documents/spreadsheets for department activities; maintains department printers, copiers, and supply inventory; assists chair with job application processes and communications; maintains work unit's scholarship records
• Budgeting: applies budget policy, processes, and rules while overseeing and reconciling budget expenditures; enters purchase requisitions and receiving; enters contract encumbrances; forecasts budget funds based on current balances and projected expenses; reconciles professional fee expenditures and work study budget
• Information Coordinator: provide information to internal and external stakeholders related to status of actions/requests, processes/procedures, forms, charges/fees, policies, schedules, etc.; assist faculty, staff, students, visitors, and public with departmental or process information; provide information to support department chairs
• Procurement Cardholder/Supervisor for Cardholders: responsible for custody, security, and use of cards in accordance with applicable policies and rules; ensure that department chair cardholders conduct purchasing in accordance with University policies, fiscal rules, and procurement rules; obtain and submit supporting documentation required for purchases and reconciliations; contact merchants to resolve disputes, returns, exchanges, and refunds; ensure purchases charged to the correct account(s)
• Scheduling: academic course scheduling; scheduling classrooms and building facilities for special events (such as art exhibits, music concerts, etc.); anticipate and resolve scheduling conflicts
• Student Worker Supervision: hire, train, determine job duties, schedule, and manage time sheets for work study office assistants; manage hourly wage budgets
• Building Manager: report building maintenance needs to Facilities Services, act as liaison between faculty a IT department when assistance needed with computer/telephone/audio/visual equipment problems.

Please be aware application review is based solely upon the information provided in your application. Your application must be completed in detail and clearly document your relevant work experience.

MINIMUM QUALIFICATIONS:

• Experience Only: Two (2) 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 two (2) years. Please attach unofficial transcripts documenting education.

When submitting the initial employment application/materials for this position, applicants may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an education institution or program.

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:

Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately. 

CONDITIONS OF EMPLOYMENT:

• Must be a Colorado Resident at the time of application.

• The selected candidate must pass a criminal background check.

APPEAL RIGHTS:

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

RESIDENCY REQUIRMENT

Our state constitution requires that applicants for classified positions must be current residents of Colorado AT THE TIME OF APPLICATION. 

COMPARATIVE ANALYSIS PROCESS
 
Please be aware the application review is based solely upon the information provided in your application. Therefore, it is imperative that you provide extensive detail in these sections of your application. You should specifically address how, and in what capacity, your work experience satisfies the minimum requirements of this position, as well as the preferred qualifications.

ADAAA ACCOMMODATIONS

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.
 
Western Colorado University is committed to the full inclusion of all qualified individuals. As part of this commitment, Western 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 performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to the Office of Human Resources at [email protected] or (970) 943-3140.

THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER

Western Colorado University believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. Western 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 (for state classified positions, with preference given to military veterans), or any other protected status in accordance with applicable law. Please see our diversity statement, and our DEII Committee charge.

 
ADAAA ACCOMMODATIONS:

Western Colorado University is committed to the full inclusion of all qualified individuals. As part of this commitment, Western 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 performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to the Office of Human Resources at [email protected] or (970) 943-3140.

WESTERN COLORADO UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER INCLUDING DISABILITY/VETERANS