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Posting Detail Information

Working TitleGraduate Coordinator

Position LocationFort Collins, CO 80523

Work LocationPosition is fully in-office/in-person

Type of PositionFull-time

Classification TitleAdmin Assistant III

Posting Number202500066P

Position TypeState Classified

Open Date07/31/2025

Close Date08/11/2025

Salary$4,238 - $4,534 + Full Benefits (a signing bonus of up to $2,500 maybe awarded for qualified candidates)

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 Department of Biochemistry & Molecular Biology at CSU offers a high

quality research and learning environment. Faculty research accomplishments have been recognized nationally and internationally in the areas of biochemistry and molecular, cellular, and structural biology.

Position Summary

The purpose of this position is to provide direct administrative support for the Graduate Program, as well as administer academic activities and events for the department; including but not limited to course changes and updates, coordinating and managing graduate students, organizing the department seminars, Woody Lecture series, graduate recruitment, participate and assist with graduate scholarship and award process as well as the award ceremony, assist in graduate recruitment, support with graduate announcements for BC 793, scheduling and announcements for RAC , help in scheduling comprehensive exams and oral preliminary exams. The Administrative Assistant III will provide support on graduate policies and deadlines to students and department, academic process support through graduation, tracking of students (credits, courses, paperwork, etc.), and sending important communications related to important graduate student dates.

This position will also be point in the hiring of hourly paid employees as well as input of information into Oracle and TimeClock Plus, GAAR reporting and assigning appropriate accounts, tracking/invoicing tuition will also be done each semester. This position will assist the Assistant to The Chair as a lead admin in the Department of Biochemistry providing office process management as well as various clerical duties as needed.

Minimum Qualifications

Experience Only:

+ Three (3) years of relevant experience in an occupation related to the work assigned to this position which must include student or customer advising, tracking, and/or assisting individuals through complex processes.

OR

Education and Experience:

+ A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.

*Please note, to count education toward the minimum requirement, a transcript (official or unofficial) must be attached with your 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:

+ Academic experience in higher education is preferred.

+ Experience in a student information system (Aries or a similar system) is highly desired.

+ Interest/experience in scientific studies is preferred.

+ Demonstrated experience tracking student progress and success, as well as assisting students in meeting deadlines.

+ Demonstrated experience of at least two years managing and tracking groups of individuals and/or complex processes.

+ Three+ years’ experience with Microsoft Word and Excel.

+ Experience in planning and executing events.

+ Demonstrated strong written and verbal communication skills.

+ Directly related state service experience.

Essential Job Duties

Job Duty CategoryGraduate Coordinator

Duty/Responsibility

+ Serve the Department by providing administrative support for the Graduate Program. This includes, but is not limited to, being point on the application and recruitment process, subject matter expert in graduation requirements for the department as well as graduate school forms and processes, update department and graduate students of changes or new policies or processes with the graduate school, track students as to credit load and program progress.

+ Work with Graduate Affairs Chair for scheduling of Orals and Preliminary exams, interpret requests for information, answer inquiries or direct appropriately. Determine urgency of communication, initiate and compose correspondence.

+ Create and monitor confidential files, check credentials and summarize each application prior to committee review; schedule meetings; notify students of acceptance or denial and determine basis for denial. Research and summarize data for departmental, progress, and grant reports.

+ Develop, evaluate and modify processes for distributing and filing graduate program records for easy retrieval by all office personnel, and to retain information for annual reports, periodical reviews, and historical data.

+ Organize filing system (determine categories by studying file content and applying knowledge of program requirements: and determine archival/retention schedule).

+ Determine priorities, workflow, and method of completion. Maintain and update procedures manual.

+ Coordinate HR and onboarding, including oracle actions of the graduate students.

+ Each semester, update GTA / GRA assignments as well as confirm the GAAR reporting, and assign appropriate accounts and tracking/invoicing tuition.

Percentage Of Time50

Job Duty CategoryEvent Management

Duty/Responsibility

+ Coordinate, compile and disseminate certain department events (research seminars, graduate seminars, graduate recruitment, awards ceremony, Woody Lecture Series, and RAC ); creating announcements, correspondence and coordination of guests, department website listings and master calendar updates.

+ Coordinate/monitor travel arrangement, on-site logistics, arrange reimbursement of expenses, and order supplies. Inform and clarify policies and procedures for faculty and speakers. Investigate and resolve problems. Create a welcoming and pleasant experience for the visiting guest by serving as an assistant to the event host and accommodating any special request as needed. Exercise initiative by designing new forms and employing new technologies for more cost-effective dissemination processes.

+ Consolidate and implement procedures in compliance with department, university and state guidelines.

+ Establish, maintain and update procedures manual. Assist with other major events (commencement, department symposium/retreat, holiday party, etc.), which are the primary responsibility of the Office Manager.

+ Assist coordination of the scholarship awards procedure for graduate students by attending the scholarship annual meeting, advertising announcements, assisting students and faculty with questions, providing support for issues, working with Graduate Affairs Chair with process and providing expertise in process as well as advise with improvements.

+ Assist with graduate award ceremony, planning, inviting awardees and guests and processing the award checks if necessary through the payroll system.

Percentage Of Time10%

Job Duty CategoryHourly Employee Support

Duty/Responsibility

+ Assist the department in the advertising, onboarding, and tracking of hourly employees. This includes creating job postings in HandShake, processing the onboarding paperwork and ensuring I-9 compliance, TimeClock Plus training and entry, troubleshooting TimeClock Plus, as well as the entry into the HR system (Oracle) and tracking the hire until process is completed.

+ Maintain a tracking mechanism on hiring status for each hire that is easily viewable to the office as well as communication to the hiring supervisor. Advise department of policy and guidelines in hiring hourly staff.

Percentage Of Time20%

Job Duty CategoryInstructional Programs

Duty/Responsibility

+ Administer academic activities of the department; prepare first and final drafts of semester course offerings ensuring accuracy and completeness of course offerings; process section/course additions/deletions based on pre-enrollment figures; interpret rules, regulations, policies and procedures relevant to the programs and transmit information to appropriate groups and/or individuals.

+ Complete course request forms in CIM and work with the Department’s College Curriculum Committee representative to submit requests for new or revised courses.

Percentage Of Time10

Job Duty CategoryMiscellaneous Duties

Duty/Responsibility

+ Execute independent decision-making skills, reasoning, discretion and diplomacy by working within the Federal/State/University and Department guidelines in order to respond to questions, clarify and resolve problems.

+ Decide workflow, priorities, and means of completion by evaluating a variety of criteria (deadlines, policies, and procedures) to meet the circumstances.

+ Monitor, evaluate and revise office procedures; compose and/or update procedures manual. Attends meetings for policy updates as well as professional development seminars. Instruct, demonstrate, assist and troubleshoot office equipment usage.

+ Provide secondary support for department front desk by executing academic restriction overrides, scheduling department room usage, assist with copier and handing out tests.

Percentage Of Time10

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

+ Official Transcripts