HR and Operations Coordinator

Job Summary

CU Boulder encourages applications for an HR and Operations Coordinator! This is a full-time position that provides professional and administrative expertise to the Office of Admissions and reports to the Executive Director of Admissions. The HR and Operations Coordinator manages program budgets through fiscal monitoring and analysis, formulation and presentation of budget information, and implementation of operational processes and policies. The position assists the Executive Director in establishing and communicating programmatic priorities for the Office of Admissions, and assists with all personnel and payroll operations. The position is expected to be knowledgeable, and in compliance with Federal, State, Office and university rules, regulations, policies, and procedures in order to perform all responsibilities independently and professionally.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

As one of only 36 U.S. public research institutions in the Association of American Universities (AAU), the University of Colorado Boulder is about realizing the positive impacts of new knowledge.

From offering dozens of exciting programs in a range of academic fields, to serving as one of the world’s most dynamic research and innovation hubs, to working closely through hundreds of public outreach efforts with communities across Colorado and the world, we take pride in helping our students, faculty, staff and partners turn new insights into productive outcomes that change lives!

What Your Key Responsibilities Will Be

Human Resources:
This position originates and is responsible for all personnel actions for classified staff, university staff and temporary and student employees by interpreting, investigating, researching and exercising initiative in coordinating rules, regulations, procedures and policies related to personnel.

• Serves as the primary HR Liaison.
• Manages the initial hiring process by maintaining the accuracy of position descriptions, making hiring requests, advising staff on Admissions hiring practices and setting up search committees, approving offer letters, maintaining organizational charts and personnel records, and onboarding new employees.
• Completes the resignation/retirement process. This involves advising staff of procedures to follow, final timesheets and leave payouts, scheduling exit interviews, collaborating with supervisors regarding university property return and recognition, and completing termination action in HCM.
• Directs procedures for promotions and pay adjustments and collaborates with Admissions leadership on establishing and maintaining internal salary equity structures.
• Responsible for ensuring that staff performance plans and evaluations are completed accurately and within required timelines as well as trains and supports supervisors in performance management procedures, calibration, and software training.
• Advises and assists Admissions staff who apply for FMLA and ADA accommodations.

Procurement:
This position manages all purchasing activities by serving as the primary approver for goods and services.

• Authorized to approve, sign for and order equipment and supplies; gather price information from vendors for comparisons and make recommendations to complete purchase transactions.
• Ensures that university procedures are followed and cost effectiveness is achieved by researching the product service specifications, analyzing cost; considering any risk management impact, determining and selecting the best alternative; writing the order specifications; deciding which account to charge. This requires use of the Finance and university purchasing and expense systems (Marketplace, Concur and PeopleSoft Finance).
• Manages accuracy of contracts and guarantees adherence with university rules, regulations and procedures. Main account contact for recurring payments.
• Approves all travel reconciliations for the Office of Admissions. Ensures that all reports are prepared in accordance with university policies and procedures and that all expenditures are reasonable and benefit the university.
• Reviews and allocates procurement card transactions. Ensures that staff holding procurement cards are trained in their appropriate use.

Financial Management:
This position manages the departmental budgetary process by analyzing complex data regarding state and university budgetary and accounting guidelines.

• Primary manager of Admissions office FOPPS. Provides oversight to Admissions budget by developing monitoring processes to inform the Executive Director of issues or concerns.
• Initiates and approves department financial transactions for budget changes through the Fin Budget Journal Entry and JE submissions process. Completes monthly JEs for CASE building rentals.
• Reviews and analyzes Admissions office financial statements. Produces and updates relevant internal monthly financial reports. Maintains financial records for tracking projects or program costs. Manages and updates position budget regularly.
• Completes cash receipt forms and makes deposits.
• Completes fiscal year end.

Supervise Administrative Staff:
This position directly supervises 2-3 administrative staff.

• Mentor, trains, and manages workloads for 2-3 administrative staff.
• Prepares position descriptions and assesses performance by creating plans and conducting evaluations.
• Approve timesheets and paid leave requests.

Payroll:
This position is responsible for the accuracy and timely completion of monthly and bi-weekly payroll for 80+ classified and university staff, 50+ temporary employees and 150 student employees.

• Completes monthly payroll procedures for salaried staff. Reviews timesheets to ensure that they are correct; advises staff on how to resolve errors, and enters time into the university's payroll system (HCM).
• Completes special payroll procedures such as off-cycle, additional pay and reimbursements.
• Audits accuracy of paid leave records and accruals for staff. Trains staff on how to use My Leave. Troubleshoots and advises those with maximum accrual limits. Creates communication regarding leave sweep, resignation/retirement payouts, administrative and holiday leave.

Miscellaneous/Other Duties:

• Collaborates with Executive Director on annual space inventory and other projects.
• Schedules check-ins between Admissions leadership and campus partners. Assists with scheduling for the Executive Director.
• Provides key access to Admissions spaces in Regent and ARC. Holds master key to all Admissions spaces. Coordinates conference room reservations.
• Responsible for maintaining, updating and enforcing the Admissions Staff Recognition Policy. Completes nomination process for annual staff recognition awards.
• Develops a system to maintain departmental records according to records retention requirements.
• Provides programmatic support to the Executive Director by doing research to provide statistical and operational/programmatic information; designs, writes, edits and implements policies and procedures for processes as needed.
• Participates in Admitted Students Day, Discovery CU Boulder and any other Admissions event categorized as "all hands on deck".

What You Should Know

• All University of Colorado Boulder employees are required to comply with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
• This position will work a hybrid format, working some days of the week in office and some remote.

What We Can Offer

• The salary range for this position is $53,000 - $65,000 per year.

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements
Be adaptable. Be resourceful. Be Boulder.

What We Require

• Bachelors' degree and two years progressively responsible experience in HR, finance, budgeting, administration, or similar experience. (Equivalent combination of education and experience can substitute for the degree).

What You Will Need

• Successful experience working with varied and diverse audiences, administrative offices, and constituents.
• Ability to work effectively in a demanding environment with strict due dates.
• Ability to work independently and with initiative and to multi-task.
• Ability to assess a situation and initiate an appropriate action or response.
• Strong written and verbal communication skills.

What We Would Like You To Have

Please note that while the position details both required skills above as well as desired skills and experience below, we want applicants to be aware that they do not need to have all of the desired skills and experience to be considered for this position. If you meet the minimum qualifications, have passion for the work, along with experience in a related field, you are encouraged to apply.

• Bachelors' degree and five years progressively responsible experience in HR, finance, budgeting or similar experience.
• Experience working in an admissions office.
• Extensive experience with and knowledge of State fiscal rules and University accounting and personnel system and University and Campus policies.

Special Instructions

To apply, please submit the following materials:

1. A current resume.

2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by August 4, 2022, for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: recruiting@colorado.edu