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Program Assistant II

University of Colorado

Job Description


Program Assistant II - 27245 
Classified Staff 

Description

 

NOTICE OF PROPOSED REALLOCATION AND POSITION EXAMINATION

Position No. 681980 Held by Hill, Kimberly

In CLAS, Psychology

has been recommended for reallocation to PAII, H4R2XX

This department exists to provide a specialized liberal arts education to both graduate and undergraduate students and both majors and minor of the discipline.  Commensurate with this purpose, the unit seeks to promote, support, manage, and insure the successful outcome of research and applied projects.      

Specific Duties :

  • Manages graduate student services within the department
  • Supervises the administrative functions of the clinic and its staff 
  • Works with the Department Chair and Program Director of the CHP to develop policies including long- and short-term strategic planning for the department.
  • Works with the CHP Program Director to implement policies in accord with accreditation by the Commission on Accreditation of the American Psychological Association [APA] including preparation of the APA Annual Report, maintenance of the program web page in accord with accreditation standards, and assistance with preparation of program self-study and accreditation site visit materials and procedures.
  • Manages PhD student recruitment and admissions files and procedures.
  • Decide when and how to conduct quarterly financial reports for the program and department.
  • Develop and justify criteria and assumptions that are used to create single and multi-year. forecasting budgets. Those budgets are the basis for funding negotiations for the program.
  • Coordinate CHP graduate student employee appointments by factoring in needs and preferences of the undergraduate programs and faculty, the strengths and interests of the graduate students, and the other obligations they must meet in the program (internal and external practica, courses, and internships).
  • Manage hiring of part-time graduate student employees (teaching assistants, graduate assistants, lecturers, etc.) including calculation of salary rates and processing of appointment letters and associated paperwork.
  • Use CU Careers and other sources as appropriate to manage graduate faculty searches.
  • Orient new graduate students to university, college, and department policies and procedures for teaching assistants and other graduate student duties.
  • Support faculty for graduate instruction and submission of grades and also include training in use of office equipment and computer programs for student enrollment and graduation status.
  • Develops master grids each semester of student courses, internships, externships and funding options, and uses that information to decide TA and RA appointments for students each term.
  • Design and oversee an effective process for the transition of new employees into the unit.
  • Maintain appropriate and adequate databases and other records for accreditation review by the Commission on Accreditation of the American Psychological Association (APA) and other accrediting bodies as needed.
  • Use CU online application management programs (ISIS, Cedar Crestone, Singularity) as needed to manage admissions process.
  • Compile graduate applicant data for faculty review, in the forms of both individual applicant summaries and admission spreadsheets.
  • Process applications from receipt to decision and maintain all necessary correspondence.
  • Create and maintain files for all enrolled graduate students.
  • Maintain the CHP website and all related links with timely and accurate information. This is to include the information required of APA Accreditors for program disclosure. Examples include but are not limited to graduate admissions statistics, cost of the program, time to completion of degree, and internship match statistics among others.
  • Obtain and file syllabi for all courses taught in the CHP.
  • Complete the annual APA Accreditation Report.
  • Pay program dues to professional organizations including accreditation fees to APA, membership in CUDCP (Council of University Directors of Clinical Psychology), and APPIC (Association of Psychology Postdoctoral and Internship Centers).
  • Assist the CHP Program Director as needed with duties relevant to CHP program accreditation and function.

Duties / Examples of Work Performed:

A. Duty: Budgeting, Procurement, and Finances 20%

Brief Description:

This position supervises and manages budgets related to graduate program and clinic functioning as well as on and off-campus graduate student and faculty research grants and contracts. Specific duties include:

  • Prepare budgets and financial reports for the Clinical Director of the clinic, Department Chair and CHP Program Director.
  • General purchasing for the CHP program (using PeopleSoft, expense system, and procurement card systems) including distribution of monthly transaction reports to cardholders and approving official.
  • Purchasing for the clinic including specialized assessment and reporting materials.
  • Travel and accommodations support for graduate faculty and student travel to include assistance with travel planning including scheduling airline flights, making hotel accommodations, paying conference registration fees, and preparing reimbursement forms and assisting with obtaining reimbursement
  • Advise department personnel about all compliance policies
  • Manage budgets for CHP faculty for research grants and contracts, including preparation of budget reports.
  • Retain and manage records from funding sources for budget purposes.
  • Create and update spreadsheets for budgetary purchases.
  • Report and allocate charges for purchases and travel (using expense system).

?????B. Duty: Human Resources 30%

Brief Description: 

This position is responsible for ensuring conformity between faculty contracts with regard to workload and curricular plans of the program, coordinating CHP graduate student employee appointments with other aspects of the program, managing the activation of those appointments with human resources, and paying graduate tuition. Specific duties include:

  • Resolve any discrepancies that may arise between faculty contracts and program plans.
  • Coordinate CHP graduate student employee appointments by factoring in needs and preferences of the undergraduate programs and faculty, the strengths and interests of the graduate students, and the other obligations they must meet in the program (internal and external practica, courses, and internships).
  • Manage hiring of part-time graduate student employees (teaching assistants, graduate assistants, lecturers, etc.) including calculation of salary rates and processing of appointment letters and associated paperwork.
  • Calculate and arrange payment of graduate student tuition and fees.
  • Use CU Careers and other sources as appropriate to manage graduate faculty searches.
  • Support CHP affiliated faculty search committees in numerous ways including management of applicant files, preparation of candidate visits and scheduling, and coordinating details of graduate faculty searches.
  • Establish and update graduate student personnel files
  • Collect and disseminate personnel, payroll, and benefits information.
  • Orient new graduate students to university, college, and department policies and procedures for teaching assistants and other graduate student duties.
  • Support faculty for graduate instruction and submission of grades and also include training in use of office equipment and computer programs for student enrollment and graduation status

C. Duty: Program Admissions and Accreditation 30%

Brief Description:  

  • Manage graduate admissions process and procedures including providing information to applicants and potential applicants (e.g., admissions criteria, proper procedures, deadlines, information on enrollment, residence, and graduation requirements).
  • Maintain appropriate and adequate databases and other records for accreditation review by the Commission on Accreditation of the American Psychological Association (APA) and other accrediting bodies as needed.
  • Provide information to current graduate students on program policies and procedures and advise as appropriate.
  • Use CU online application management programs (ISIS, Cedar Crestone, Singularity) as needed to manage admissions process.
  • Establish and maintain physical and electronic files for program applicants, and disseminate information from these files to graduate admissions committee, graduate school, and international education office as needed.
  • Compile graduate applicant data for faculty review, in the forms of both individual applicant summaries and admission spreadsheets.
  • Process applications from receipt to decision and maintain all necessary correspondence.
  • Create and maintain files for all enrolled graduate students.
  • Maintain the CHP website and all related links with timely and accurate information. This is to include the information required of APA Accreditors for program disclosure. Examples include but are not limited to graduate admissions statistics, cost of the program, time to completion of degree, and internship match statistics among others.
  • Obtain and file syllabi for all courses taught in the CHP.
  • Complete the annual APA Accreditation Report.
  • Pay program dues to professional organizations including accreditation fees to APA, membership in CUDCP (Council of University Directors of Clinical Psychology), and APPIC (Association of Psychology Postdoctoral and Internship Centers).
  • Assist the CHP Program Director as needed with duties relevant to CHP program accreditation and

D. Duty: Program Management & Operations 10%

Brief Description:  

The position will assist the department and program in terms of general functioning of the department. Specific duties include:

  • Schedule classes and rooms for classes with the input of the Department Chair and CHP Program Director.
  • Ensure that the rooms managed by the department (NC 5004 and NC 4031) are appropriately equipped for presentations, seminar courses, and professional meetings. Adapt and manage the reservation system as necessary in response to increased demand and the need to accommodate all PhD-level courses each semester.
  • Assist with special events and speakers scheduled in association with the CHP.
  • Disseminate information on the department, college, and university policies and procedures to faculty and students.
  • Support graduate faculty and students on “how-to” questions as they pertain to university related procedures, paperwork, etc.
  • Attend CHP faculty meetings and record minutes. Prepare the minutes for distribution following meetings and maintain permanent files for all meeting minutes.
  • Oversee office procedures and information systems.
  • General record keeping and organization.
  • Train department personnel to use technical computer programs in performance of office maintenance tasks (e.g., ISIS, Cedar Crestone, Singularity, CU Careers, Blackboard, etc.) Serve as liaison to Facilities Management and Information Technology Services
  • Stay current on efficiencies-promoting computer systems, software, and online tools.

E.  Duty: Communications

Brief Description:  

The position will manage all communications for the PhD program and clinic (online, electronic and print).

  • Supervise full integration and presentation program and clinic information on the website.
  • Create and disseminate print information about the program and clinic.
  • Create and disseminate electronic information about the program and clinic, including re-formatting existing forms into e-forms.

Salary & Benefits:

  • Hiring Salary Range: $53,832-$61,454
  • *The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions and/or in recognition of prior and applicable skills, experience, certifications, etc...
  • This position is eligible for overtime compensation
  • Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
  • Benefits: https://www.cu.edu/employee-services/benefits .
  • Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation

Additional Information:

  • Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx
  • Reference checks are a standard step in our hiring process.  You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview.  We will notify you prior to contacting both on and off-list references.
  • The University of Colorado Denver | Anschutz Medical Campus 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 investigations for all prospective employees.
  • The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
  • Qualified veterans and surviving spouses may be eligible for veteran’s preference.
  • Note: Veterans preference cannot be used in the case of a promotional opportunity.  Please contact Jerilyn Armitage for any questions at Jerilyn.armitage@cuanschutz.edu
  • 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 comparative analysis process, including conduct or content of an examination, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice of elimination from consideration or knowledge of the action you are challenging.  Scores and ranks are NOT appealable.  
  • 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, 633 17th Street, Suite 1320, Denver, CO 80202-3604. Fax: 303-866-5038. Phone: 303-866-3300.  The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

The University of Colorado Denver l Anschutz Medical Campus 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 investigations for all prospective employees.

 

Qualifications

 

Minimum Qualifications:

Five years of experience

Substitution: College, university of non-correspondence business school course work may substitute on a year-for-year basis for the general experience but not for the specific experience.

Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.

 
  
Special Instructions to Applicants: Classified Staff positions have specific application requirements: Submit all required documents indicated in this posting. Include a current email address as communication is electronic-based. Failure to complete a timely application may result in the rejection of your application. Applications MUST be completed in their entirety, including job title, duties, months and years employed, and hours per week worked as minimum experience is calculated on a 40 hour/week basis. Address qualifications, competencies and preferred qualifications in your application, as these along with previous work experience will be used to assess competencies. Answers will be verified against your application and may be checked with references. False information could lead to your removal from the hiring process. Click here to view Veteran and other General Information regarding Classified Staff positions. For those who meet minimum qualifications, the comparative analysis process will include one or all of the following: • Preferred Qualifications Application Review based on the preferred qualifications listed in the posting. (Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials). Note: Candidates are not physically present for this portion of the comparative analysis. • Search Committee Interview based on the job requirements, preferred qualifications and competencies listed in the posting. (Candidates will be evaluated, scored and ranked based on oral responses). You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.    Application Materials Required: Cover Letter, Resume/CV, List of References Application Materials Instructions: This announcement is open from August 26, 2022 until Sept 1, 2022. To apply, please submit the following materials to this posting: A resume that specifically addresses the job requirements and outlines qualifications. Your resume MUST include job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis. Resumes are part of the comparative analysis (selection process) and will be used as part or all of the comparative analysis process to rank candidates. *This position is only open to current CU employees*   
Job Category
: Professional Support Services 
Primary Location
: Denver 
Department: U0001 -- DENVER & ANSCHUTZ MED CAMPUS - 30110 - CLAS-Psychology 
Schedule
: Full-time 
Posting Date
: Aug 26, 2022 
Unposting Date
: Sep 2, 2022, 1:59:00 AM 
Posting Contact Name: Carri Boothe 
Posting Contact Email: Carri.boothe@ucdenver.edu 
Position Number: 00681980

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