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Posting Detail Information

Working TitleAcademic Programs Administrative Assistant

Position LocationFort Collins, CO 80523

Work LocationPosition is fully in-office/in-person

Type of PositionFull-time

Classification TitleAdmin Assistant III

Posting Number202500063P

Position TypeState Classified

Open Date07/25/2025

Close Date08/06/2025

Salary$4,238 - $5,085 monthly + Full Benefits

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 Business at Colorado State University is an AACSB accredited business school which enrolls more than 4,400 undergraduate students in eleven business administration major concentrations as well as the Business Administration, Music Business, Real Estate, and Entrepreneurship minors along with approximately 1,500 graduate students across eight graduate programs. While we are the largest undergraduate and graduate major on campus, we strive to create a small college environment.

This position is housed and supervised by the Undergraduate Programs Office which is responsible for all undergraduate recruiting efforts, retention initiatives, academic advising, diversity/equity/inclusion initiatives, and Education Abroad initiatives. The Undergraduate Programs Office also sponsors and leads undergraduate student groups, activities and programs, including 1st Generation Business Association, Global Business Network, Peer Mentoring Program, Business Diversity and Leadership Alliance, Latinx Business Association, and Education Abroad programs. However, this position also has responsibilities to the Academic Programs team which also has responsibilities for our Graduate Programs which include our various MBA programs as well as our Master of Accounting, Computer Information Systems, and Finance.

Position Summary

The Academic Programs Administrative Assistant coordinates and facilitates college events and activities at both the Undergraduate (UG) and Graduate (Grad) levels. For instance at the UG level this could include Change of Major, graduation orientation, commencement, first year and transfer student orientations. At the Grad level this could include for-credit programming. The Academic Programs Administrative Assistant also manages the Undergraduate Programs Office; compiles and analyzes key data reporting metrics; manages the UPO budget, finances and travel needs; maintains and updates Department print materials and website content.

Minimum Qualifications

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

Experience Only:

+ Three (3) years of general clerical or administrative experience, which must include demonstrated knowledge of budgets, fiscal operations, and/or related financial software or data systems (e.g., Excel, Kuali, etc.).

OR

Education and Experience:

+ A combination of related education (business, human resources, etc) and/or general clerical or administrative experience, which must include demonstrated knowledge of budgets, fiscal operations, and/or related financial software or data systems (e.g., Excel, Kuali, etc.) equal to three (3) years.

*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:

+ Evidence of written communication skills.

+ Experience with budget software, KUALI , Time Clock, Banner, and Navigate.

+ Experience using PC programs including Microsoft Suite, web-based applications, and databases.

+ Ability to communicate technical processes, data reporting/building dashboards.

+ Demonstrated ability to provide outstanding Customer Service and build relationships with a variety of constituents.

+ Ability to work effectively in a team environment as well as autonomously

+ Strong organizational and complex problem-solving skills, follow-through, and attention to detail.

+ Directly related state service experience.

Essential Job Duties

Job Duty CategoryOffice Management

Duty/Responsibility

+ Responsible for all office supply procurement and inventory.

+ Responsible for the operation/maintenance/troubleshooting of the Departments advising appointment scheduling software (Navigate). Manages and oversees all advising appointment preparations: such as generation of virtual appointment links, pre-appointment communication/reminders, electronic file creation, generating Degree Audit Reports ( DARS ), etc.

+ Manages all advising appointment rescheduling (such as missed appointment, weather closures, student or Advisor illness, etc.).

+ Upon University training, may serve as Equal Opportunity Coordinator and/or Administrative Coordinator for Departmental and College of Business new employee searches.

+ Remain current on all State, CSU , and College of Business laws, policies, procedures and curriculum changes that impact the Undergraduate Program.

+ Working with the Director, design and implement data collection, analysis, reporting, metrics, dashboards, and summarizations for the UPO accountability requirements, as well as retention and recruitment data collection and reporting.

+ distribute, collect, and synthesize data for Advising Student Satisfaction survey data.

+ Assist the College Class Scheduler with building and inputting each semesters College of Business Class Schedule into the CourseLeaf/ CLSS system..

+ Assist the College Class Scheduler with building and inputting each semesters College of Business Class Schedule and Final Exam Schedule into the College of Business Outlook Calendars.

+ Coordinate the College of Business Deans List, pulling data, updating, printing, and mailing letters and certificates.

+ Staff the Undergraduate Programs Office front desk as needed.

+ Manage the office wide daily notifications of team members who are on leave.

+ Work with Providers on printer and copy machine trouble shooting.

Percentage Of Time45

Job Duty CategoryBudget/Financial Coordinator

Duty/Responsibility

+ Maintaining, tracking, and coordinating Department and programmatic budgeting.

+ Presenting annual budget expenditures and overtures to Management Team.

+ Decision making on budget distribution and purchasing approvals

+ Tracking all UPO expenditures utilizing budget software and internally developed tracking systems.

+ Create all pre and post travel documents for the UPO team.

+ Coordinate and develop positive working relationships with CSU Travel personnel, and approving authorities.

+ Communicate all travel processes and policies to UPO staff, and ensure that travel is all approved and conducted according to policy.

Percentage Of Time20

Job Duty CategoryEvent Administration

Duty/Responsibility

+ Assist the College Commencement Coordinator and COB Event Specialist in planning and implementing the bi-annual College of Business Commencement Ceremonies.

+ Assist Assistant Director of Academic Programs and COB Event Specialist as applicable with both UG and Graduate Programs events with most being for-credit offerings.

+ Assist with events as needed. This may include day of set up and tear down, ordering food or supplies, reserving rooms, processing payments, getting quotes, organizing information, sending communications and invitations, tracking RSVPs, creating name tags, organizing event collateral, and other event related logistics.

+ Processing applicable receipts and fiscal transactions in accordance with fiscal rules. Prepare Kuali documents and process transactions. Attend College FAST meetings.

Percentage Of Time20

Job Duty CategoryAcademic Programs Operations

Duty/Responsibility

+ Provide operational and administrative support to the Senior Associate Dean of Academic Programs. This can include scheduling of meetings related to Academic Programs.

+ Help to schedule and attend meetings (e.g. Curriculum Committee, Assurance of Learning, etc.) to assist in the agenda creation of such meetings and action steps at the conclusion of such meetings.

+ Take, post, and distribute minutes for Undergraduate Programs Staff Meetings, Curriculum Committee Meetings, Assurance of Learning meetings and other meetings as assigned.

+ Assist Senior Associate Dean of Academic Programs with special projects as needed.

+ Other duties as assigned.

Percentage Of Time15

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 (*).

+ * Are you willing and able to submit to a pre-employment background check?

+ Yes

+ No

Applicant Documents

Required Documents

+ Resume

+ Cover Letter

Optional Documents

+ Unofficial Transcripts