Senior Operations Specialist

Envision yourself in a collaborative, inclusive, and innovative work environment that has a deep commitment to position our graduates for success in their professional and personal lives. Visualize applying your energy and skills for an organization that respects and cares about its employees enough to offer some of the best benefits of the industry while encouraging every team member to grow, collaborate, and provide input on how to consistently make the workplace a place people love to work. Imagine working at a college that welcomes everyone - students, faculty, staff, and community members - regardless of their backgrounds, beliefs, or traditions. If what was just described is what you look for in a workplace, welcome to the University of Colorado Colorado Springs (UCCS)!

The College of Education (COE) is currently seeking applications for a Senior Operations Specialist position. This position is responsible for all student employment-related tasks, aiding in the fiscal management of college funds and supporting human resources processes. This employee will work alongside the Finance & Administration Manager and the HR Coordinator, the Associate and Assistant Deans, the Director of Teacher Ed, Department Chairs, Program Coordinators, and other staff to support administrative and academic goals. They will work independently to manage all student employment, fellowships and stipends, gift card programs, HCM transactions, reconcile finances, and other operational functions of the college.  

Who We Are:

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,000 undergraduate and 1,800 graduate students. We have a strong focus in fueling student success by creating, using, and maintaining a multitude of different offices and programs. Overall, UCCS is constantly focused of preparing our students to have success in the future, and we understand that every single employee on our campus has a significant effect on that focus. Find more information about working at UCCS here: https://hr.uccs.edu/work-at-uccs.

The city, which was recently ranked as the number nine Best Places to Live by U.S. News & World Report in 2023, known as Olympic City USA, rests at the base of Pikes Peak, the inspiration for the song "America the Beautiful" and a must-see for residents and visitors alike. With a mild climate and 247 days of sunshine each year, the Springs boasts some of the state's best recreation opportunities. Find out more about living in Colorado Springs through the Visit Colorado Springs page: https://www.visitcos.com/.

Job Duties:

Financial Administration

• Provide support for PeopleSoft/Concur/CU Marketplace users by researching and answering questions related to financial systems and college budget.
• Make purchases on behalf of the college through CU Marketplace and with a procurement card.
• Create purchase orders, requisitions, payment vouchers, requests for SPO's, and SPO vouchers in the CU Marketplace system and maintain them for sponsored programs and the Dean's office.
• Responsible for all COE gift card programs, completing forms, distributing and tracking cards.
• Create travel and reimbursement reports using Concur for sponsored programs.
• Serve as a back-up for processing credit card transactions when an employee resigns or retires.
• Monitor all expenditures as to proper authorization, procurement method, funding distribution, supporting documentation, and compliance to University and COE policies.
• Review Concur and CU Marketplace expenditures to ensure they are in line with the college budget and following procurement rules.
• Devise methods for efficient processing and reviewing expenditures.
• Update actuals within the college budget and reconcile.
• Update financial documents and prepare/format budget reports using Microsoft Excel.
• Conduct thorough data analysis.
• Input formulas into Microsoft Excel to create user friendly spreadsheets.
• Work with staff/supervisor to resolve financial discrepancies.
• Send financial status updates to staff and faculty and participate in quarterly meetings.
• Update speedtype list and other information sources using Microsoft Excel and Microsoft Word as needed.
• Manage cash receipts and deposits to UCCS, ensuring the deposits are credited to the correct speedtype.
• Create invoices.
• File invoices and other documents in SharePoint.
• Create COE procedures and practices within Admin/Finance.
• Prepare and submit journal entries and cash transfers within PeopleSoft.
• Maintains current knowledge of University of Colorado (CU) policies and procedures for compliance enforcement.

 Student Financial Support

• Manage student financial support related activities and processes.
• Independently process COE student employment documents to include completing job descriptions, job postings, student background check release forms, student employment position offers and onboarding paperwork, late pay requests, payroll expense transfers, timesheets, and terminations.
• Create and implement a process for onboarding/training new student employees.
• Track and review student employment expenses, ensuring expenses follow approved budget, and sharing information with supervisors.
• Reconcile accounts to ensure compliance and accurate distribution of funds.
• Process award stipends, scholarship, and tuition grants to eligible students.
• Create tracking tools, collect, analyze, and organize related data, share, and present results, including for the use of house bill or federal grant reporting.
• Work with university personnel to establish timelines related to funding deadlines, requirements, and procedures.
• Maintain student personnel files, ensuring accurate and up to date information is organized and maintained.

 Budget and Payroll

• Track and maintain recruitment budgets/expenditures.
• Oversee, verify, and audit biweekly payroll for students or hourly employees.
• Analyze payroll register monthly to ensure faculty and staff expenses are correct.
• Investigate, analyze, and resolve questions or problems associated with payroll issues.
• In conjunction with campus Human Resources and the HR Liaison, ensure employment information is accurate.
• Process payroll expense transfers and funding adjustments to move expenses through HCM.
• Ensure staff timesheets are submitted and approved on time and uploads to CU Data, as the department timesheet reviewer.

 Human Resources - act as backup for HR Coordinator as needed

• Maintain step/status actions within CU Careers to keep accurate candidate flow.
• Assist with annual staff and faculty evaluations, ensuring accurate record keeping.
• Maintain personnel files.
• Perform actions related to both onboarding and separation of faculty and staff.
• Initiate and process additional pay for faculty, utilizing the HCM system.
• Initiate, process, and track honoraria for non-employees.   

Grants and Sponsored Programs Support

• Coordinate purchasing through CU Marketplace and with procurement credit card for regulated sponsored programs.

 Administrative Support

• Perform as an individual contributor ensuring that the objectives of the unit and college are in line with the University's mission, vision and values.
• Act as a liaison between the HR/Finance group and the academic units within the college.
• Compile or type reports, memos, forms, and correspondence using MS Word and Excel.
• Use Email, Microsoft Outlook, Microsoft Teams, Zoom, WebEx, SharePoint, and other university communication platforms to conduct business effectively and efficiently.
• Use Adobe Sign to process documents for signature.
• Organize office paperwork and electronic filing, including SharePoint filing structure.

 Other Responsibilities

• Promote social justice and inclusive excellence.
• Promote an image of efficiency and courtesy throughout the University community and ensure that it is consistent with the COE mission.
• Remain cognizant of the University's mission and identity, the constant promotion of inclusive excellence, social justice, and the importance of students' voice.
• Other duties as assigned that are within the best interest of the College.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Job Competencies:

• The successful candidate will be detail-oriented, self-motivated, a fast learner, and possess excellent time management, organization, written, and verbal communication skills
• High level of integrity and ethics with personal accountability and responsibility in a wide range of areas
• Must be a self-starter, self-sufficient, and willing to manage multiple responsibilities
• Excellent interpersonal, communication (verbal & written) and problem-solving skills
• Ability to manage sensitive information in a professional manner and with discretion (i.e., confidentiality)
• Ability and willingness to work collaboratively with others on a team in a multi-cultural environment
• High level of understanding, knowledge, and ability to learn various technology to conduct business
• Willingness to take initiative in meeting the needs of the college and welcomes new challenges
• Flexible and amicable when functioning within a team
• Demonstrated experience and leadership working with diverse populations in a multi-cultural environment that is committed to diversity and equality in education
• Experience with customer service and display outstanding customer service skills
• Experienced in finance, budgeting, and spreadsheet development, with excellent analytical skills
• Experience with human resources and the HCM system
• Ability to prioritize duties/assignments
• Demonstrated ability to independently perform the wide range of administrative and financial responsibilities associated with this position
• Ability to prepare and present analytical assessments and reports, and to communicate professionally and effectively, both in writing and orally
• Ability and skilled in establishing and maintaining effective working relationships with faculty, staff, and departments/agencies inside and outside of the college
• Knowledge of fiscal management methods and practices
• Ability to adapt to changes in financial system practices
• High level of proficiency with Microsoft Excel and the Microsoft Office Suite

Work Location: Position is expected to be in person, on-site, but remote opportunities may be available at supervisor discretion.

This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

What We Offer

Salary Range:  Generally starting at $48,441 - $62,505 annually

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado Colorado Springs offers excellent benefits, some of which include:

• Medical insurance, with the lowest cost option being $0 to the employee
• Dental, Vision, Life and Disability insurance
• Generous paid vacation and sick time accruals (14.67 hours of vacation and 10 hours of sick accrued per month, prorated if part-time)
• Mandatory retirement plans. Employees contribute 5% of their annual compensation. CU doubles that and contributes 10%
• Tuition Assistant Benefit available to you or a dependent
• Paid Parental Leave after 12 months of employment
• Off Campus Housing Resources

Tentative Search Timeline:

• Priority will be given to applications submitted by 11:59 pm November 12, 2023.  However, this posting will remain open until filled.
• The potential dates for interviews with the search committee will be the business week of November 13, 2023. 
• The potential dates for interviews with the supervisor and appointing authority will be the business week of December 4, 2023. 
• The potential employee start date is January 8, 2024.  An earlier start date is possible dependent upon the selected candidate.

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check. 

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

Please note that while the position det...