Undergraduate Program Coordinator

Posting Details

Posting Detail Information

Working Title

Undergraduate Program Coordinator

Position Location

Fort Collins, CO 80523

Work Location

Position qualifies for hybrid/in-office work

Type of Position

Full-time

Classification Title

Admin Assistant III

Posting Number

202400178P

Position Type

State Classified

Open Date

Close Date

01/08/2025

Salary

$4,154 - $4,985 Monthly

Employee Benefits

Colorado State University is not just a workplace; it's a thriving community that's transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here.
• Explore the additional perks of working at CSU here
• For the total value of CSU benefits in addition to wages, use our compensation calculator
• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in

State Classified Hourly

No

Overtime Eligible

Description of Work Unit

This position works in the Department of Biology's administrative offices as part of the administrative support team. The Department of Biology exists to provide a high-quality education in Biology and Zoology to undergraduate and graduate students, and to encourage and produce basic and applied research in Biology and Zoology by the department's faculty and students.

Position Summary

The Undergraduate Program Coordinator position exists to provide administrative coordination and support for the Department of Biology's undergraduate program. Through class scheduling, data tracking and reporting, undergraduate committee support, textbook adoption, and through providing general guidance in University/College requirements, procedures and deadlines, this position serves as the primary resource to faculty, staff, and students for Biology's undergraduate program. This position also meets prospective students, provides tours of the Biology building, and works with the Office of Admissions and the department Academic Success Coordinators on undergraduate retention efforts. Other responsibilities include providing coordination and support of undergraduate program events, clubs, and other items as necessary. This position is part of the department support staff and provides support and assistance to the team when needed, including serving as backup receptionist.

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

Experience Only:

Three (3) years of general clerical/administrative support experience in an office setting.

OR

Education and Experience:

A combination of related education and/or relevant clerical/administrative support experience equal to three (3) years

• If applying per meeting the education and experience minimum qualifications, an unofficial/offical transcript is required at the time of application.

Substitutions

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Directly related state service experience
• Demonstrated organizational and problem-solving skills, follow-through, management of multiple projects and attention to detail.
• Demonstrated strong verbal and written communication skills.
• Excellent customer service and interpersonal skills, in person, via electronic communication and over the phone.
• A completed Associate's or Bachelor's degree in biology or science-related field.
• Advanced MS Office skills, specifically Excel.
• Ability to think critically, anticipate potential upcoming issues, and identify areas where improvement or efficiency may be accomplished.
• Ability to find information and draw data from multiple sources, aggregate that data into reports that summarize performance of the unit.
• Knowledge of CIM, ARIES, Banner, SCAIT, CLSS, VerbaCollect and report generation systems/tools.

Essential Job Duties

Job Duty Category

Coordination of Undergraduate Program

Duty/Responsibility

In collaboration with the Undergraduate Committee, lab coordinators, and Academic Success Coordinators, determine and implement policies and procedures for department approvals for restricted classes, grade changes, incomplete agreements, independent study contracts, and registration overrides, ensuring policies are up-to-date and available to department faculty and staff. Serve as department resource for undergraduate program questions from both students and faculty. Maintain data in dynamic forms for the Incomplete Grade Contract, Independent Study Contract, and Transfer Credit Request and ensure the processes are completed correctly, providing any overrides or registration assistance needed. Download and maintain current and historical department course syllabi on website. Monitor general biology email account and respond to emails or forward to the correct individuals. Coordinate and/or support department events geared towards undergraduates, including Ram Welcome, Biology and Zoology club events, orientation, undergraduate recruiting and retention events, and other department undergraduate-focused events. Coordinate and conduct prospective student information sessions and tours ensuring a positive and beneficial visit. Support the departmental Research Experience for Undergraduates. Support Academic Success Coordinators in group advising such as change of major sessions, curriculum workshops, and orientation programs.

Percentage Of Time

45

Job Duty Category

Room Scheduling, Class Scheduling, and Data Tracking

Duty/Responsibility

Schedule all undergraduate and graduate classes (as determined by the department chair) by entering course data into CLSS and maintaining accurate department records of classes offered each semester. Monitor the availability of classes used for undergraduate degrees. Implement schedule adjustments and miscellaneous room requests from faculty. Ensure all classes are appropriately sized and instructor data is correctly entered into ARIES/SCAIT. Monitor course enrollment to adjust schedule and number of sections as necessary. Track and prepare enrollment reports, proactively identifying trends and anticipating needs in class scheduling. Utilize data management techniques to develop and update reports on enrollment, faculty teaching, undergraduate and graduate classes, and undergraduate research activities, including independent study, internships, and Honors. Work with Institutional Research to gather data needed for accurate and thorough reporting. Also, schedule all conference rooms and classrooms controlled by the Biology Department and keep accurate calendars for each room. Respond promptly to room requests and offer alternatives when room is not available.

Percentage Of Time

35

Job Duty Category

Undergraduate Committee Support

Duty/Responsibility

Work with department chair and undergraduate committee to create, monitor and maintain Biology program by determining offerings and schedule of classes. Attend and participate in undergraduate committee meetings, including recording meeting minutes and creating office procedures to support committee decisions. Ensure curriculum changes are completed accurately and run through the appropriate university procedures, including updates to the university catalog.

Percentage Of Time

10

Job Duty Category

Textbook Adoption

Duty/Responsibility

Coordinate textbook adoptions for the department. Contact faculty for requests, place orders with the bookstore through VerbaCollect, and order desk copies for faculty and GTA's. Maintain supply of desk copies and distribute them appropriately. Work with publishers to determine desk copy need and availability. Proactively communicate with faculty and staff regarding supply issues, new editions, and changes in textbooks.

Percentage Of Time

5

Job Duty Category

Backup Receptionist

Duty/Responsibility

Provide coverage of front desk when needed, answering phones, directing students and visitors, sorting mail, open and close the office, and handling package deliveries.

Percentage Of Time

5

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.
• Applicants may redact information from this initial application that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

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.
• Pertinent updates to your Application status can be obtained by logging into your application account at ~~~
• All status updates for this position will be sent via email from ~~~~~~, OR the TA Team Member facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.

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.

Diversity, Equity, 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 - Talent Acquisition Team, at ~~~ or call (970) 491- MyHR(6947).

Department Contact Information

Human Resources - Talent Acquisition Team, at ~~~ or call (970) 491- MyHR(6947).

Please check the Help link online at ~~~/ 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 at ~~~ or (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, ~~~, ~~~

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, ~~~, ~~~

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, ~~~, ~~~

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 ~~~/spb

A standard appeal form is available at: ~~~/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: ~~~. Phone: ~~~. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.