Assistant to the Chair of Sociology

Posting Detail Information

Working TitleAssistant to the Chair of Sociology

Position LocationFort Collins, CO 80523

Work LocationPosition is fully in-office/in-person

Type of PositionFull-time

Classification TitleAccounting Technician II

Posting Number202400060P

Position TypeState Classified

Open Date05/15/2024

Close Date05/29/2024

Salary$3,484 - $4,530 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 todiversity, 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 HourlyNo

Overtime Eligible

Description of Work Unit

The Sociology department within the College of Liberal Arts at Colorado State University exists to educate, counsel, and support its undergraduate and graduate students, maintain their records, and support the teaching, research and creative activity and service of its faculty.

Position Summary

The Assistant to the Chair position supports the Department Chair in the administration of all budgetary matters, providing technical support, applying knowledge of policies, explaining program objectives and guidelines to others, support with faculty search procedures, and with the application of tenure and promotion as well as faculty and staff evaluations. The position provides the human resource services and the management thereof for the tenure/tenure-track faculty, admin pro, adjunct faculty, graduate student teaching and research assistantships, and all Department staff consisting of state classified, administrative professional, hourly and/or work study employees. This position provides financial account management support for the Department. This position also serves as the Sociology events coordinator by planning logistics for all department events (including fall and spring department potlucks, sociology community gatherings), hosting recruitment "job talks" (reserving rooms, making IT available for hybrid and recordings), monthly department council meetings (room reservations and hybrid availability as needed), spring commencement (work with Academic Coordinator, Associate Chair and Director of Undergraduate Studies) to plan, reserve and execute.

Minimum Qualifications

• Two (2) years of relevant experience in bookkeeping, accounting or an occupation related to the work assigned to this position

OR

• A combination of related education and/or relevant experience in bookkeeping, accounting or an occupation related to the work assigned equal to two (2) years.

Substitutions

Preferred Qualifications

• Degree in Business, Finance, Economics, or related field

• Certification in accounting practices

• Experience with financial management and strong attention to accuracy

• Experience with Financial Management software, such as Symphony, Quickbooks, or Kuali.

• Experience with event planning and calendar management.

• Experience working with Oracle, Time Clock Plus or other HR personnel systems.

• Directly related state service experience.

Essential Job Duties

Job Duty CategoryAssistant to the Department Chair

Duty/Responsibility

Sociology's Assistant to the Chair position is a critical support for the Department Chair with respect to our faculty's research programs, and to effective stewardship of our complex, multifaceted overall Department budget. The Assistant to the Chair relieves the Chair of management of technical budget matters. This person is responsible for estimating and forecasting our basic needs, preparing regular reports and works closely with the Chair to make the decisions necessary for effective support of the Department's multiple programs. This person needs to have not just technical skills but a deep understanding of the Department's programmatic goals and operational needs, its strategic priorities for the future and ideally, a solid understanding of how the Department fits into larger University processes, policies and procedures.

The position further assists the Department Chair in their administrative role by advising on deadlines, interpreting technical systems, understanding University procedures as to appropriate courses of action, and determining funding distributions.

• Purchasing and inventory management

• Managing facilities issues

• Planning office functions

• Maintaining appointment calendar

• Attending Department Council meetings, recording minutes

• Overseeing the routine functions of the Department

• Assists with the structure and activation of the Department's Emergency Evacuation Plan

• Preparing budget documents and estimating budget needs by interpreting budget materials, guidelines and processes.

Percentage Of Time40

Job Duty CategoryFinancial Account Management

Duty/Responsibility

This role provides critical support to the Chair in overall budgetary forecasting, planning and management in a Sociology Department that has one of the largest and most internally complex budgets among CLA departments. The Sociology budget includes base budgets for salaries and annual operations; CSU -Online; Summer Session; and donor funds. We have separate 13 account budgets for Department Academic Administration; Sociology Salaries; Base Operating Budget and Summer Session. We have a large and active 12 fund for our CSU Online teaching. Revenues from online teaching and summer session teaching support many Department programmatic activities, including our regular Colloquium series; internal professional development support for faculty, instructors, grad students and staff; Department outreach activities; salaries; and hourly support for our Communication Coordinator and other employees; and other activities.

This position provides the Chair with crucial support for overall budget forecasting, planning and management. With funds coming in for recurring salary and operational needs, inflows and outflows from online and summer session funds, as well as growing emphasis in the College and Department on alumni and donor funds, this position supports the Chair by monitoring and forecasting spending, producing regular detailed reports on each account, making recommendations for budgetary decisions and in real time, making the many daily budget-related decisions needed to keep a Department of 18 tenure track faculty, 10 non-tenure track faculty, 30 active grad students and more than 550 Sociology majors on track.

• Perform annual closeout and reconciliation of accounts

• Communicate account balances to the Department Chair on a monthly basis

• Accounting Manager for the Department's multiple funds

• Authorizes expenditures for Departmental funds

• Estimates budget needs for Departmental funds

• Administers and monitors program expenditures, i.e.: purchases and salaries

• Oversees Graduate Assistant tuition and sponsor invoices

• Primary contact sources for advice and resolution of financial project(s) problems

• Manages Department travel documentation for funding and reimbursement

• Ascertains labor distribution for faculty course buyouts from research grants

• Operates purchasing processes in Kuali financial system

• Process and educate faculty and graduate students on daily financial transactions including Pcards, travel, requisitions, and payment request. Take appropriate action when travel or Pcard violations occur

• Supervises and manages department policy around guest travel for searches, colloquiums, guests, and faculty

Percentage Of Time40

Job Duty CategoryDepartmental Human Resources Administrator

Duty/Responsibility

Sociology's graduate program, which has about 30 active masters and PhD students, is a key influence on our Department's national profile, helping us to attract nationally competitive faculty and graduate students. This position supports the department human resource services related to tenure/tenure-track faculty, admin pro, adjunct faculty, graduate student teaching and research assistantships, and Department staff consisting of state classified, hourly and/or work study employees.

• Executes HR processes and procedures for the Department faculty, staff, student assistants and temporary instructors assignments by means of the University Oracle Data entry program.

• Manages the Temporary Instructor Pool hiring list, corresponds essential information and maintains applicant files.

• Assures correct and timely salary payments for faculty, senior teaching appointments, and instructors for the Department.

• Requests background checks.

Percentage Of Time10

Job Duty CategorySupport of Graduate Program and Graduate Director

Duty/Responsibility

A key part of this person's work is also to track and manage Assistantship funding and eligibility. This position prepares graduate student offer letters and assistantship contracts. Our Department commits to two years and three years of Assistantship funding to incoming masters and PhD students, respectively. This position tracks and manages that eligibility and is closely involved in graduate student Assistantship offers and hiring decisions. After graduate students exhaust their guaranteed funding, the Assistant to the Chair plays a key role in the assignment and management of stand-alone teaching to advanced doctoral students. These stand-alone instructor opportunities, in addition to providing necessary instruction support for our undergraduate teaching program, are critical to our graduate program. They make it financially possible for our graduate students to remain in the program and to gain professional development teaching experience that make them competitive in the post-graduation job market. We could not operate our graduate program without the support of this position. In addition, the Assistant to the Chair also manages Sociology Department professional development funds made available to each graduate student each year from Department online teaching revenues. These professional development funds are crucial supports for graduate student training, professionalization and research activities. This position works closely with:

• Graduate students and their elected leadership, explaining the Department's professional development policies and procedures, tracking student eligibility and use of the funds

• Department graduate student elected leadership to ensure that the funds are usefully appropriately and effectively

• The Chair on annually updating and adapting related graduate student professional development practices, as well as on decisions about the allocation of funds each year to graduate student professional development

Percentage Of Time10

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 theWork Experiencesection 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 theWork Experiencesection 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.

• TheWork Experienceis 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 theWork Experiencesection 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 theWork Experiencesection 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 theRequired Documentssection 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) whichrequirecandidates 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 ~~~,~~~, 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.

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, ~~~ call (970) 491- MyHR(6947).

Department Contact Information

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

Please check the Help link online at~~~ 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 EmploymentPre-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. TheOffice 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 theOffice 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 ~~~/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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you willing and able to submit to a pre-employment background check?

• Yes

  • No

Applicant Documents

Required Documents

• Resume

• Cover Letter

Optional Documents

• Unofficial Transcripts

• License/Certification