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Administrative Assistant, Chicano/a Studies

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Please see Special Instructions for more details.

IMPORTANT: In order to be considered as an applicant must apply via the online application system, References refers to a list of three professional references and their contact information. Official transcripts will be required of the candidate selected for hire. This posting will close at midnight MST on the closing date.

Posting Details

Posting Details

Posting Number A00793
Position Title Administrative Assistant, Chicano/a Studies
Position Number E 1057
Salary for Announcement

The salary range is $42,113 – $50,533. The final salary will be commensurate with education and experience.

Employee Category Administrators
Department CHS - Chicana/o Studies
EClass Code Admin < FT with benefits
Position Summary

The Administrative Assistant will set the standard for the professional operation of the Chicano/a Studies Department in an administrative collaboration with the Department Chair. This includes a variety of tasks such as office administration, supervision of work-study students, event planning, and budget management.

Metropolitan State University is an equal opportunity employer.


15% Office Administration
-Answer general phone inquiries using a professional and courteous manner.
-Reply to general information requests with accurate information.
-Greet faculty, students, or visitors to the department in a professional manner.
-Use computer word processing, spreadsheet, and database software to prepare departmental documents, communications, and mailings
-Maintain Department website directly and indirectly with consultants.
-Provide students assistance with registration, general education/multicultural course requirements.

25% Budget Management
-Negotiate contracts with vendors orally and in writing
-Estimate and forecast budget needs, prepare budget documents, insure compliance and interpret budget guidelines, materials, and processes.
-Maintain all budgetary records; ensure that expenses do not exceed allocated funds.
-Authorize and initiate budgetary needs and capital expenditures for Department Chair.
-Reconcile orders, invoices, and monthly printouts.
-Initiate interdepartmental transfers of funds for cosponsored programming and all reallocations.
-Responsible for the Department’s Corporate Card acquisitions to include order and inventory of departmental resources, including capital equipment.
-Prepare all budget reports including monthly dashboard for the department chair.
-Work with JTOH Program Coordinator to reconcile budgets, payment of vendors and other associated activities.

25% Academic Administration
-Create and prepare Banner semester course schedule and resolve any schedule errors (e.g. crosslisted courses, room conflicts, stacked classes roomed in different places, classroom capacity errors, etc.).
-Manage textbook orders to assure compliance with established deadlines.
-Collect and archive faculty syllabi.
-Create calendars for faculty office hours.

25% Event Planning
-Plan and coordinate catering, vendors, entertainment, speakers reservations, technical equipment, supplies, invitations and advertisements for program events within budget parameters.
-Liaison to community events initiated by the CHS department and collaborative programming of events.

10% Faculty and Student Searches and Hiring
-Serve as liaison with Office of Equal Opportunity (OEO) for continuing part-time pools and all full-time faculty position searches in the department to ensure that searches meet legal and institutional regulations: Accept records and retain applications and files; compile correspondence to applicants, OEO, and other departments as necessary.
-Provide logistical leadership for all Departmental faculty searches, including updating and posting position announcements travel, and arrangements for candidate visits.
-Maintain files, receive and respond to all correspondence for position searches.
-Generate part-time faculty and new-hire contracts.
-Complete paperwork for ID cards and key requests for new faculty.
-Provide support in the hiring of affiliate faculty pool.

Supervision of Student Staff: Write job descriptions, interview job candidates, hire and train appropriate workers, assign job duties and set work priorities, arrange work schedules, monitor hours, appointments and work, review performance, record and retain records.
-Monitor and sign time sheets, enter student time in the Banner system for prompt pay, resolve employee difficulties, reassign duties and/or positions when warranted, and terminate employment with Department.
-Manage and disseminate office assignments to the students and ensure completion of these jobs for the faculty and/or office.

Required Qualifications

In order to be considered as a qualified applicant, applicants must meet all required qualifications.
• Bachelor’s degree
• 1-3 years’ experience working in an office setting
• Experience providing customer service
• Experience using computer programs for: word processing, database management, spreadsheets, email, and the Internet.
• Experience using office equipment, that includes: computer, voice messaging systems, Fax and photo copier

Preferred Qualifications

• Ability to communicate effectively
• Experience as an administrative assistant in a University setting
• Purchasing experience
• Experience using Banner or similar database system
• Ability to work as part of a team and at times work independently with little supervision
• Experience providing supervision to student employees
• Must possess the ability to behave ethically and in compliance with university policies and procedures
• Experience organizing and coordinating schedules and projects.
• Time management skills that allow for working on multiple projects at once.

Posting date 03/20/2017
Closing date 04/03/2017
Closing Instructions Close on Closing Date
Special Instructions to Applicants

IMPORTANT: In order to be considered as an applicant must apply via the online application system,

References refers to a list of three professional references and their contact information.

Official transcripts will be required of the candidate selected for hire.

This posting will close at midnight MST on the closing date.

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
  3. References
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is your current salary?

    (Open Ended Question)

  2. * Thank you for considering employment at Metropolitan State University of Denver! We would like to know how you heard about MSU Denver and our Career Site. Please select the category below that describes how you heard about the position you are applying for.
    • Career Site
    • A friend or colleague
    • Colorado State Home page
    • Local online job posting site - Andrew Hudson Job site
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    • Inside Higher Ed
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    • Other
    • Current MSU Denver Employee