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Assistant to the Director of LSC Operations

Position Location

Fort Collins, CO 80523

Work Location

Position is fully in-office/in-person

Type of Position

Full-time

Classification Title

Technician IV

Posting Number

202300302P

Position Type

State Classified

Open Date

07/10/2023

Close Date

07/24/2023

Salary

$4,447 - $5,000 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/.

State Classified Hourly

Overtime Eligible

Description of Work Unit

The mission of the Lory Student Center (LSC) is to serve as a student-centered organization at the heart of campus, providing programs and services that create an inclusive community and inspire active, engaged learning. As an auxiliary enterprise within the Division of Student Affairs, the LSC is a comprehensive student union recognized nationally as one of the leading university centers. The LSC annual operating budget is approximately $40 million. Nearly 125 full-time career staff and 650 student and hourly staff serve approximately 24,000 people entering the facility on a daily basis and hosts approximately 13,000 annual events and meetings. Areas within the Lory Student Center include the CSU Bookstore; Campus Activities; Lory Dining Services; Marketing; Operations; Student Leadership, Involvement & Community Engagement (SLiCE); and an extensive array of business and service partners.

Department website: www.lsc.colostate.edu

This LSC Operations Department is responsible for providing a safe and clean learning environment for students, staff, and university guests by responding to the daily needs of the facility with a focus on safety, sustainability, and customer service. The computerized Integrated Workplace Management System (IWMS) which includes ReADY, AiM, and GO) went live July 1, 2020 and is utilized by LSC Maintenance and Environmental staff to streamline processes and improve customer service. This position serves as the point of contact for the IWMS system and exists to manage the IWMS for the LSC which involves administering, creating, and enforcing the processes, organizing, and reporting.

The work of Lory Student Center staff members is guided by and in alignment with CSU’s Principles of Community, the Division of Student Affairs Values, and the Lory Student Center Mission.

Position Summary

Supervise (1) full-time staff and up to 5 student employees.
Coordinate and communicate office moves.
Act as a primary contact person for all building repair and maintenance requests—coordinate scheduling of maintenance staff, contractors, and facilities services staff.
Create work orders from verbal, written and online requests and process/enter requests.
Follow up on work order status and provide updates to customers.
Provide administrative support to the Director of Operations.
Use the Kuali system to process financial documents including payments, reconciliation, and reports.
Distribute keys.
Serve as the electronic access manager for the LSC.
Coordinate, schedule, and oversee all projects and preventive maintenance work and ordering/installation of furniture and signs.
Know every aspect of the Work Management, Asset Management, Customer Service, Inventory, Key and Access Control, Preventive Maintenance, Inspections (AiM modules) to determine how the modules and data are connected.
Collaborate with the CSU facilities IT group regarding system updates and knowing what will be updated and notify the LSC users.
This position has an abiding commitment to serving the diverse needs of the University community, the active promotion of an equitable and inclusive environment, and the development and enhancement of collaborative relationships.

Minimum Qualifications

To be considered for this position, candidates must demonstrate the following:

Four years of clerical experience which includes working with complex data management systems such as Kuali and/or AssetWorks.

Substitutions

A bachelor’s degree from an accredited college, university or non-correspondence school course work related to the work assignment may substitute for the required experience.

Please note to use the substitution, a transcript must be attached at the time of application.

Preferred Qualifications

Highly sought applicants will have many of the following:

1-2 years experience working with AssetWorks maintenance work order system.
1-2 years data entry experience.
1-2 years experience using financial systems such as Kuali.
Previous experience working in Higher Education.
1-2 years general clerical experience.
1-2 years experience with Microsoft Office.
Related state service experience.

Essential Job Duties

Job Duty Category

Project Management

Duty/Responsibility

Assist in soliciting bids from contractors as needed.
Schedule projects such as carpet and tile installation, painting, window cleaning, floor repair, hood cleaning and inspection, sign installation, and other projects.
Serve as a contact person for vendors/contractors to disseminate information.
Coordinate work to ensure projects are successfully completed prior to paying on invoices.
Meet with vendors to review projects, coordinate with building occupants, schedule work, confirm purchase order is in place, coordinate with parking for project. Notify tenants/departments regarding projects occurring in their areas.
Meet with CSU Facilities technicians for repair of doors, key card access, and projects such as wall installations.
Coordinate office relocation including ordering data and voice installation.
Close out project expenses.
Work with CSU Facilities Space Utilization to verify accuracy of floor plans and square footage data.
Schedule all preventive maintenance services including but not limited to hood cleaning and inspection, grease trap cleaning, fire doors, and fire extinguisher inspections.
Participate in Health and Safety Inspection audits (review areas that didn’t meet the standards and ensure those areas are brought to compliance). Complete the inspection form and submit.
Perform monthly AED inspections. Enter data.
Keep record of vendor files and O&M manuals.
Coordinate ordering and timely replacement of building signage.
Update the color and finish board as needed.
Review daily shift reports looking for items needing repair. Enter requests in Ready/AiM
Process work order requests for the LSC.
Meet with building occupants to decide what work needs to be done and the timeline; notify the correct technician regarding the work and schedule the work around building events, verify that work orders are completed before closing work orders.
Provide the annual Facility Condition Report regarding the Transit Center for the City of Fort Collins.
Using the Inspection module in AiM, create inspections for the Environmental Services Team to monitor cleaning tasks.
Using the Preventive Maintenance module in AiM, create and track PM’s in the system. Train users.
Know how to use the key module in AiM. Use established serialized key system and enter all keys and key copies in the system. Work in coordination with Facilities and the LSC Carpentry shop to stamp keys. Determine how to distribute keys and track keys to know who has them.
Know the AssetWorks IWMS reporting modules and create reports as needed.
Know how to update the new dashboards in AiM and create those for users.
Determine who needs access to the AssetWorks IWMS system and provide training.
Set up queries for Maintenance and Environmental Services to display work orders.

Percentage Of Time

30%

Job Duty Category

Financial

Duty/Responsibility

Use the Kuali system to process accounting documents for three accounts. This includes reconciliations (year-end and monthly).
Assist with departmental budget.
Pay bills by Disbursement Vouchers in a timely manner.
Set up new employees with PCards.
Allocate P-card transactions and reconcile the accounts monthly.
Obtain approval for student employees so they can assist with Pcard transactions in Kuali.
Create Purchase Requisitions for PO’s
Coordinate with CSU Facilities for work to be completed and allocate payment to the correct account.
Enter Internal Orders and Transfer of Funds.
Submit the EACR form or transfer of capital assets to surplus for multiple departments.
Verify amounts spent per vendor to confirm we are within Procurement guidelines
Review vendors and verify which ones require open PO’s.

Percentage Of Time

25%

Job Duty Category

Administrative

Duty/Responsibility

Key Master:

Disperse and track keys for new employees and vendors.
Enter key information in AssetWorks AiM.
Coordinate key inventory (track key updates when keys change).
Grant key card access and run reports every semester.
Manage C- Cure to set building schedule times and lock and unlock doors in the event of wind and other events.

Administrative Tasks:

Manage incoming and outgoing mail.
Direct customers to the appropriate department.
Answer phone calls, relay messages.
Greet walk-in customers with focus on providing efficient and timely customer service. Occasionally drive work vehicle to pick up supplies from store.
Assist with employee recognition programs for all employees in the department.
Assist with new hire paperwork; confirm completion of each step of the new hire checklist (for on-boarding and off-boarding); assist with setting up phones and voicemail.
Schedule and create invitations for department events.
Participate in weekly staff meetings.
Coordinate radio inventory and repairs.
Assist with ordering items for departments in the LSC (signs, shelving units, furniture including tables, chairs, table leg caps, etc.).
Work with vendors regarding warranty issues (umbrellas, furniture).
Purchase supplies as needed.

Percentage Of Time

25%

Job Duty Category

Supervision

Duty/Responsibility

Create position descriptions, schedule interviews, on-board, perform evaluations, review timesheets, approve time, and supervise.
Supervise 1 FTE State Classified position – Labor, Trades & Crafts Trainee
Supervise 2 Student Painters (review the building schedule, assign work, keep track of rooms and what colors each room is painted, and review work once it is completed).
Supervise 3 Student Office Assistants to assist with Kuali, key inventory, shirt inventory, IWMS for creating inspections, entering service requests, maintaining work orders, entering keys and general office help.
Respond and handle employee questions, complaints, and concerns.
Support LSC colleagues and actively model a collegial work environment by demonstrating diversity, equity, and inclusion.
Embrace and apply the tenets of a team model with professional and student staff to sustain an inclusive work environment that fosters a culture of belonging in support of multiple and intersecting identities.
Coordinate opportunities to increase staff morale; create and maintain an inclusive and welcoming work environment where all employees’ multiple and intersecting identities are valued and recognized; build employee relationships and facilitate conflict resolution.

Percentage Of Time

20%

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.

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.

By Colorado State University

Colorado State University (CSU) got its start as an agricultural college in 1870, six years before Colorado was even a state. The school still has agricultural and forestry programs and a first-rate veterinary medicine school, but it also offers d...

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INDUSTRY

Colleges & Universities

TEAM SIZE

5001-10000

LOCATION

Hybrid, based in Fort Collins, CO

DATE POSTED