Program Assistant I

Fort Collins, CO 80523

Position is fully in-office/in-person

Full-time

Program Assistant I

202300306P

State Classified

07/13/2023

07/20/2023

$4,235 - $5,506 Monthly + Full 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/.

No

The Office of Engagement and Extension (OEE) was organized in 2006 to advance CSU’s engagement and outreach missions. OEE includes CSU Extension, CSU Extended Campus (including CSU Online), the Colorado Water Center and a variety of vibrant programs that engage the teaching, research, extension, and service missions of Colorado State University. The Vice President for Engagement and Extension (VPEE) is the principal administrative, academic, and fiscal officer for the division, reports to the CSU President, and works closely with the Provost/Executive Vice President. OEE works collaboratively across all Colleges and offices on campus, and has strong engagement programs throughout Colorado, the Western US and globally. At any given time, OEE includes over 400 employees. The total of budgets is approximately $85 million. OEE is one of the most institutionally comprehensive commitments to engagement and outreach among all land-grant and other universities. Propelled by OEE’s leadership, nationally CSU is a Carnegie Engaged University (2008, 2014), is a member of the Engagement Scholarship Consortium, is an APLU Innovation and Economic Prosperity University (2016) and is highly ranked for its online degree programs. Annually, CSU Extended Campus garners enrollments of over 10,000 learners and CSU Extension delivers approximately 500,000 educational contacts.

The office for this position is in the State Extension Administration Office in the University Square building located at 1311 South College Avenue in Fort Collins. To learn more about Colorado State University Extension, go to https://extension.colostate.edu/. The Colorado 4-H website is https://co4h.colostate.edu/.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. We invite you to review Colorado State University’s Principles of Community that guide our mission and vision of access, teaching, service, and engagement. Colorado State University encourages professional development and provides an Employee Study Privilege with up to nine credit hours of tuition assistance annually.

The purpose of this position is to serve as administrative support for two positions – Director, 4-H Youth Development and Extension State Specialist, 4-H Youth Development/Volunteer Development. The person in this position will be preparing all documents, scheduling appointments/meetings/ seminars/classes, handling all travel preparations, compiling and editing handbooks, newsletters, flyers and other communications, managing the volunteer background check request process, and managing events and reports through the 4-H database system. The position supervises work-study students (approximately 2 students on an on-going basis). The position also supports other office staff as appropriate. The person in this position serves as the point of contact for 4-H inquiries and provides information and support to field staff, volunteers, families, and other members of the state office team. The position also coordinates activities and programs, organizes group travel on both state and national levels, and assists with fundraising events.

College, university or non-correspondence business school course work may substitute on a year-for- year basis for the general experience but not for the specific experience. At the agency’s discretion, demonstrated proficiency on position competencies may substitute for the required experience. ** Please note, to qualify for the substitution of education for experience, a transcript must be attached at the time of application.

Administrative Support to Director and Extension State Specialist

Manages correspondence for the Director, 4-H Youth Development, and Extension State Specialist, 4-H Youth Development, including drafting and editing responses as needed. Assists in managing Outlook calendars for both positions. Updates and maintains the statewide 4-H calendar. Develops documents by utilizing computer word processing skills and choosing appropriate software to perform desktop publishing, including layout and design. Assembles materials for programming and events. Creates, sends, responds and retrieves email messages to statewide 4-H program personnel and volunteers. Directly works with budgets and accounts for the statewide program, preparing and analyzing as needed. This person also supervises and coordinates work assignments for work-study students.

This position schedules all travel arrangements for the Director and Extension Specialist by making flight and car rental arrangements, room reservations, completing travel advance forms and preparing itineraries. Includes requesting individual reimbursement by completing and submitting needed documentation for payment of travel expenses after travel has been completed, and facilitating communication when the Director and/or Extension Specialist are traveling.

45%

Administrative Support to State 4-H Office Staff

This position designs, edits, composes and produces updates for the 4-H Handbook, annual Policy and Procedure manual and other 4-H Youth Development documents, surveys and fact sheets and training/workshop materials. The person is responsible for working with all 4-H specialists to update and prepare current, accurate information. The position prepares agendas and takes minutes for various meetings including staff meetings, State Roundtable meetings, statewide 4-H Youth Development meetings and the Volunteer Cloverleaf Workgroup meetings. Additionally, this person manages the 4-H Volunteer Award Program, soliciting, screening and organizing applications, preparing applications for review, and preparing award announcements and messages. The position posts updates to the State 4-H website and also the 4-H Facebook page. The position also assists with making travel arrangements and preparing travel vouchers/payments for other state 4-H staff as requested.

25%

Coordinates State 4-H Events

This position coordinates Colorado 4-H delegations to national and regional 4-H events, working closely with national committees to make the necessary travel, hotel and meal arrangements for youth, chaperones and agents, coordinating schedules, managing budgets, writing specific orders, verifying charges and authorizing expenditures, arranging for needed equipment, making appointments, creating correspondence, nametags, etc. based on the nature of the event. This involves 4-5 events per year.

10%

Manages Extension Volunteer Background Check Requests

This position is responsible for managing the Extension volunteer background check request process. This includes contacting counties to follow up on requests, checking with CSU Human Resources on the status of checks and maintaining electronic files weekly, monthly and annually.

10%

Database Updates/General Office Duties

This position is responsible for utilizing the 4-H Online database to update input related to members, families, and volunteers. They also are required to prepare and manage events through the database system, pull contact information, send email messages to volunteers and members, and prepare reports using current data.

This position is responsible for the daily maintenance and upkeep of office equipment and for maintaining office supplies. This includes inventorying, ordering all supplies, stocking and organizing all supplies, scheduling equipment maintenance and troubleshooting any problems.

This position is responsible for working with new staff, orienting them to the organization, 4-H office and their position. This includes training on equipment, familiarizing them with the office policies and procedures, ordering keys, name tags, business cards and nameplate, arranging for voice mail activation, long distance code, email account and outlook and being added to appropriate listservs.

10%

Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License, Travel - In-state travel for events and trainings periodically with some overnight stays will be required.

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.

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.

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.