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Posting Detail Information

Working TitleAdministrative Assistant III

Position LocationFort Collins, CO 80523

Work LocationPosition qualifies for hybrid/in-office work

Type of PositionFull-time

Classification TitleAdmin Assistant III

Posting Number202500035P

Position TypeState Classified

Open Date

Close Date06/02/2025

Salary$4,154 - $4,985 Monthly

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

+ Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf)

+ Explore the additional perks of working at CSU here.

+ For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

+ Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

State Classified HourlyNo

Description of Work Unit

The College of Liberal Arts is the one of largest colleges at Colorado State University ( CSU ) with over 5,000 undergraduate and graduate students in 13 departments, 6 programs, and 19 majors. In the College of Liberal Arts ( CLA ), we are driven by our passion to pursue knowledge, our intrinsic desire to create, and our dedication to engagement in our communities. We are committed to fostering the transformational power of the liberal arts to create a more humane, livable, and sustainable world.

The College of Liberal Arts is a community of arts, humanities, and social science scholars who create and extend knowledge and artistry that develops reflective citizens and confident leaders. We value diversity and inclusion in the workplace, aspiring to a productive environment in which everyone feels valued, where their talents are fully utilized, and where all individuals can bring their full selves to the role. We promote the CSU Principles of Community – Inclusion, Integrity, Respect, Service, and Social Justice –https://inclusiveexcellence.colostate.edu/resources/principles-of-community/. We therefore encourage applications from all individuals who share these values and we prioritize a fair and equitable search process that strengthens a diverse, creative and effective community.

Position Summary

The purpose of College of Liberal Arts Dean’s Office is to serve the 19 departments and

programs that make up our college, so that they have the resources they need to serve our students. It is critical that this position has a customer service-focused attitude and a willingness to be a team player.

Reporting to the Executive Assistant to the Dean, this position supports three Associate Deans and one Assistant Dean by managing calendars, as well as project management for college initiatives and projects led by the Associate and Assistant Deans. This position also oversees the Dean’s Office front reception desk and is expected to understand the day-to-day operations within the College and the procedures within the various University offices. This position is one of the Dean’s office’s first point of contact to many faculty, staff, and students, requiring strong verbal and written communication skills and an approachable disposition. This position hires, trains, supervises, and evaluates the front office student employees. This position is also responsible for coordinating the all-college awards which involves working with various college committees.

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

Experience Only: Three (3) years of general clerical, administrative support or customer service experience in an office setting

OR

Education and Experience:A combination of related education and/or general clerical, administrative support or customer service experience equal to three (3) years (30 semester credits = 1 year experience).

*Please note, unofficial or official transcripts must be attached with this application

Substitutions

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

+ Directly related state service experience

+ Demonstrated skills and experience in tracking multiple projects in a fast-paced environment

+ Computer proficiency (MS Outlook, Word, Excel, PowerPoint, software platforms and organizational databases)

+ Customer service skills and experience

+ Exceptional written communication skills

+ Proven experience supervising and training

+ Project management skills

+ Demonstrated attention to detail and organizational skills

Essential Job Duties

Job Duty CategoryCalendar Management for Associate and Assistant Deans

Duty/Responsibility

*At their direction, maintains three Associate Deans’ and one Assistant Dean’s calendars by planning, prioritizing time, and scheduling meetings based on best availability; briefing on activities and deadlines; prepares memoranda, letters, and other documents; collaborates with various departments within the University either by email correspondence or telephone/Microsoft Teams communication.

Percentage Of Time25

Job Duty CategoryProject Management

Duty/Responsibility

Assists the Associate and Assistant Deans with Undergraduate, Graduate, and Faculty initiatives as needed. This includes pulling data reports and supporting workshops and other events.

Determine and input department instructors into Schedule Course Adjustments, Instructors and Times ( SCAIT ) system.

*Coordinate college participation in Mid-Semester Course Program, including supporting assessment;

Manage room scheduling and textbook orders for LB 192, LB372, and LB 393;

Manage Professional Development Program applications which is a funding program devoted to supporting the research and creative activities of regular full-time tenure-track/tenured faculty.

*Collaborate with the Associate Dean for Faculty Affairs on college awards. This position is responsible for the paperwork flow, distributes procedures and timelines to faculty, assembles proposals, generates summary spreadsheets, evaluates proposals to ensure they meet minimum criteria as set by committee, organizes and distributes packets for committee review, sets up and schedules meetings, prepares notification documents and final reports for budgetary and productivity analysis. Serves as the primary contact for all awards.

* Schedule regular meetings throughout the academic year for the college committees and provide support to the Associate/Assistant Dean responsible for leading the committee/council.

Percentage Of Time35

Job Duty CategoryFront Office Operations and Supervision

Duty/Responsibility

*Oversee office coverage in the Dean’s Office by ensuring the front office is covered by student employees, Administrative Assistant II, or this position.

*Deliver quality customer service to faculty, staff, students, alums, donors, and the public, by efficiently welcoming visitors, answering and redirecting phone calls, and supplying general aid as needed.

*Assign and monitor student hourly(s) workload and responsibilities, conduct performance evaluations and goal planning;

*Manage and approve hours through TimeClock Plus.

*Learn, implement, and continue to enhance the CLA Dean’s Office student manual.

*As a supervisor, understand the complexities and sensitivities of the various areas of the University, both administrative and academic, and answer and/or find the answer to any questions that arise.

*Provide event support and on occasion attend events executed by the Operations team or the Dean’s Office.

Completes OEO required training to support Dean’s Office searches, when needed.

Initiate travel requests for the dean’s office, including creation of TEM profiles, travel authorizations, motor pool arrangements; coordinate with Finance staff member regarding travel, and organize travel for colloquiums, guests, and faculty.

*Oversees supply and equipment inventories, including purchasing office supplies and making recommendations for other needed purchases

*Process disbursement vouchers, internal orders and invoice payments for the dean’s office.

*Coordinate the monthly P-Card transaction reports for the dean’s office

Percentage Of Time40

Application Details

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

+ Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in theWork Experiencesection on the application. Human Resources must be able to evaluate your experience based on this information.

+ Clearly outline dates of employment and hours worked per week for each employment experience listed in theWork Experiencesection of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.

+ TheWork Experienceis the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met.The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

+ Applicants may redact information from this initial application that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

INCOMPLETE APPLICATIONS

+ If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.

+ An Application is incomplete if no current/ previous employment is included in theWork Experiencesection of the Application.

+ An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in theWork Experiencesection of the Application.

+ Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES

+ When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.

+ Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.

+ Please see theRequired Documentssection of the posting.

NOTES

+ Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

+ The selection process for State Classified positions may include an exam(s) and interview(s) whichrequirecandidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.

+ Pertinent updates to your Application status can be obtained by logging into your application account athttps://jobs.colostate.edu

+ All status updates for this position will be sent via email [email protected],[email protected], OR the TA Team Member facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO :

+ Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30.All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

Department Contact Information

Human Resources – Talent Acquisition Team, [email protected] call (970) 491- MyHR(6947).

Please check the Help link online athttps://jobs.colostate.edu/help/for assistance on your application or for answers to Frequently Asked Questions.

All other inquiries should be directed to the Colorado State University Human Resources Office [email protected] (970) 491- MyHR(6947).

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires)

EEO

Colorado State University ( CSU ) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

Employment and Appeal Rights

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 selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

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 atwww.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, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ * Please detail your experience in tracking multiple projects in a fast-paced environment (Please provide examples)

(Open Ended Question)

Applicant Documents

Required Documents

+ Resume

+ Cover Letter

Optional Documents

+ Unofficial Transcripts

+ Official Transcripts