Administrative Assistant - Department of Engineering and Engineering Technology

The Office Coordinator Position exists to provide technical, student and administrative support to the Department of Engineering and Engineering Technology (EAET) at MSU Denver. This position requires the individual to execute, maintain, and oversee various academic department functions regarding degree programs and student services. Providing information to students and guests of the EAET Department. Office management duties include managing student employees, minutes, course schedules, adjunct payroll, departmental marketing and promotional events, and other general office responsibilities as detailed in the Duties/Responsibilities.

Duties/Responsibilities

Department Operations - 40%

• Provides support for seven different diverse and complex programs with the EAET department.
• These programs include a wide range of subject matter and the curriculum is complicated by many prerequisites; Therefore, students must be carefully advised and take the courses in a particular order.
• These programs include about 2,000 majors, with additional students taking courses from the department.
• Support 12 full time faculty, five staff, and about 20 part time faculty.
• In addition to traditional classes, these programs also utilize a large number of labs and lab classes with complex equipment.
• Involves student engagement; graduating student preparation and guidance; and student communications management.
• Requires training in Banner, Workday, Navigate, EDW and various other software platforms aimed at student advisement and communication.
• Traditional classroom and online course schedule creation; course and section load balancing; faculty and classroom assignments; mandated scheduling guidelines and requirements; enrollment monitoring and census reporting.
• Provide customer service in a fast-paced, high-volume environment by serving as the first point of contact for students and other visitors of the main office in a front desk position.
• Provides and ensures front desk coverage during regular business hours; coordinates or performs receptionist duties which includes walk-ins, phone calls, correspondence, maintaining conference rooms and managing reservations, and guest appointments.
• Monitor departmental email accounts, phone calls, and voicemail to effectively and efficiently answer/route inquiries.
• Maintain and organize EAET SharePoint pages, Teams channels and email distribution lists to ensure accuracy of files, and members.
• Maintains key and fob matrices and works closely with AHEC and MSU Denver Facilities for access and approval.
• Maintains departmental door lock/unlock schedule and works with other CACED constituents to ensure that all departments are updated with facilities.
• Process student override requests and advise students in the resolution of enrollment and scheduling issues, and appropriate course placement.
• Assist the Senior Program Manager in guiding student employees with appropriate responses to inquiries.
• Retrieve and distribute mail to faculty and staff.
• Process Adjunct Payroll and contracts in Workday and work with Adjuncts on discrepancies and onboarding needs.
• Maintains cleanliness and a high level of presentability of communal office space, including lobby, kitchen, and conference rooms.
• Manages department office supplies, equipment (printers), external communication documents (business cards, etc) and swag needs including creating, communicating, identifying procedures to ensure needs are met within the relevant budgets and tracking and ordering.
• Ensure confidentiality of information.

Administrative Support - 35%

• Take minutes in various program meetings for faculty to ensure accreditation and historical accuracy.
• Provide administrative support to the chair, faculty, staff, and department unit
• Data entry, organizing and archiving files, assisting with projects
• Create and maintain departmental spreadsheets including the Faculty Workload Report, professional development, faculty office hours, finals schedules, enrollment reports among others.
• Be the liaison between the department and the publishing reps.
• Make, cancel, and reschedule department and program meetings.
• Manage ad hoc rooming needs.
• Organize courses assessments in each program.
• Coordinate Industrial Advisory Board Meetings and Senior Project presentations
• Coordinate parking permits for guests.
• Provides ongoing support and guidance to ensure faculty members understand and follow proper University and State procurement procedures.
• Supports the department's use of purchase and travel cards following proper University and State procurement procedures.
• Provides back-up support for other administrative staff, including procurement and other needs.

Supervision of Student Administrative Support Staff - 10%

• Provides leadership to the Student Administrative Support Staff to ensure professional, accurate completion of duties for the department
• Assigns duties to Student Administrative staff; determines efficient ways to organize project requests; oversees work production and accuracy of work
• Recruits students and guides training of student administrative staff
• Maintains strict confidentiality of student and employee information, and other information deemed confidential
• Works closely with Financial Aid and Human Resources to stay up to date on work study awards, payroll deadlines, and new procedures.
• Works with potential and current students on the financial aid and work study process.
• Hire, train, schedule, and performance management for student employees.

Outreach - 5%

• Plans, implements, and provides support for EAET meetings and events.
• Create flyers for events
• Assists with catering needs for department events.
• Attends community college days, and similar events, to promote the Engineering and Engineering Technology Department.

Communications - 5%

• Create and maintain an Alumni list for department records
• Coordinate department communications; this includes content development, editing, and maintenance of website and social media, as well as communicating with other university constituents
• Update and maintain department signage throughout the department space
• Communicate scholarship opportunities to students.
• Submit and follow up on maintenance work order requests.

Other Duties Assigned - 5%

Required Qualifications

• Completed Bachelor's degree
• Experience with database management
• Excellent verbal and written communication skills
• Intermediate to advanced skills in Microsoft Office programs (Teams, Word, Excel, Outlook and PowerPoint)
• Self-starter and solutions oriented.
• Detail oriented

Preferred Qualifications

• Workday experience or similar related database systems experience
• Two or more years of experience providing administrative support to professional staff.
• Experience providing supervision or task management over individuals or other individuals including hiring, training, scheduling and performance management.

Salary for Announcement

Under Colorado law, MSU Denver is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account a variety of factors including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The salary range that the University reasonably expects to pay for this position is $41,200 - $51,500.The full salary range is $41,200 - $61,800.

This position is paid monthly and is eligible for MSU Denver benefits.

Schedule Information

• Full Time, 40 hours per week
• Monday - Friday, 8am - 5pm
• Evenings and Weekends: Rarely; as needed
• Travel: Rarely
• Schedule: Hybrid schedule with up to 1 day per week remote
  • Visit our website for more information on our University's Alternative Work Arrangements policy.

Instructions to Apply

Please apply through MSU Denver Careers and submit your cover letter and resume. Select Begin Your Job Search, then search for JR103259. Internal applicants must apply through their MSU Denver Workday profile by searching 'Find Jobs'. Applications that do not contain all required documents may not receive full consideration. Professional references and their contact information will be requested from the finalist. At least one reference provided must be a supervisor (either current or former). Please apply by Monday, February 24, 2025 at 11:59pm for full consideration.

Open Until Filled

The University's benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as accessto a long-term disability (LTD) plan.Visit MSU Denver'sbenefits websiteto learn more.

For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf.

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at totalrewards@msudenver.edu.

Background Checks

Metropolitan State University of Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To Assist in achieving that goal, we conduct background checks on all finalists for positions at the University prior to employment.

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.