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Posting Detail Information

Working TitleOffice Manager / Assistant to the Chair

Position LocationFort Collins, CO 80523

Work LocationPosition is fully in-office/in-person

Type of PositionFull-time

Classification TitleAdmin Assistant III

Posting Number202500138P

Position TypeState Classified

Open Date11/21/2025

Close Date12/07/2025

Salary$4,238 - $5,085 monthly + full benefits. A signing bonus of up to $1500 may be considered for successful candidates. Please note current CSU employees and former employees employed within prior 12 months are not eligible.

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 assist the Department Chair in all aspects of departmental management and administration.

The Office Manager provides professional, administrative and technical expertise and management of the day-to-day operations of the Biochemistry and Molecular Biology Department. This position is also responsible for Assistant to the Chair duties including tenure and promotion, hiring support, department operations and management of administrative support staff, communications and website management and executive support for the Department Chair.

Reporting to the Department Chair, this position is responsible for facilitating a number of independent tasks. Such tasks are often the sole responsibility of this individual, with limited supervisory input. This position works directly with the Department Chair to ensure that the mission and directives of the college, university and accrediting authorities are strictly adhered to. This position relieves the Department Chair of operational and administrative duties and requires a thorough knowledge of university and departmental policies, procedures, and operations.

A hybrid schedule may be available after a period of onboarding and training.

Minimum Qualifications

Experience Only:

+ Three (3) years of full-time general clerical or administrative experience in an office setting.

OR

Education and Experience:

+ A combination of related education and/or relevant general clerical or administrative experience in an office setting equal to three (3) years*Please note, unofficial or official transcripts must be attached if utilizing education to meet the minimum qualifications.

Substitutions

Preferred Qualifications

+ The highly desired candidate will have a minimum of one year of experience managing operations of a multi-person office and six months of experience with database management systems such as Workday, and with financial systems such as Kuali.

+ Ideal candidates will also have experience with the Microsoft Office Suite – particularly Word and Excel.

+ Experience managing website content is preferred.

+ Outstanding interpersonal skills and the ability to successfully work in a collaborative/team environment.

+ Strong oral and written communication skills.

+ Science literacy is also highly desired.

+ Related state service experience is preferred.

Essential Job Duties

Job Duty CategoryAdministrative Support for Department

Duty/Responsibility

+ Act as Human Resources Liaison, advise faculty regarding all hiring processes; accessing Oracle to maintain employee data and assignments, monitor appointment expirations, request background checks, ensure proper documentation of new hires, distribute and enter monthly leave, enter positions and postings in TMS .

+ Provide guidance and administrative support for the Department of Biochemistry and Molecular Biology on University, College and Departmental policies and procedures and monitors adherence to said policies/procedures in areas such as personnel, curriculum, student and academic records, student financial support, annual and comprehensive performance evaluations of faculty and staff, faculty tenure and promotion, faculty and staff recruitment, regulatory compliance, faculty and staff grievances, consulting and conflict of interest.

+ Manage Departmental communications, including the webpage and social media presence

+ Provide administrative support in all areas associated with the Department Chair position: Assist with and prepare sensitive and critical documents for a wide range of CSU administrative requirements, including tenure and promotion packets; progress and post-tenure faculty reviews; faculty annual activity reports; faculty and staff annual evaluations; conflict of interest/roles and responsibilities reporting and management plans; joint, affiliate and non-tenured regular faculty reappointments; faculty awards; sabbatical applications; faculty transitional appointments; and department code changes.

+ Serve as primary liaison to the Office of the Dean, Office of Sponsored Programs, Department of Business and Financial Services, and Human Resources Department; provide communications both written and oral that are professional and representative of departmental leadership.

Percentage Of Time50

Job Duty CategoryOffice Management

Duty/Responsibility

+ Manage and coordinate operations of Departmental office including development of policies and procedures, personnel management, and training:

+ Assess classifications, hire, supervise, train, approve leaves and provide evaluation of three State Classified Personnel within the Departmental office with signature authority for State Classified staff.

+ Serve as Work-Study Coordinator, Departmental Designee for Worker’s Compensation, Key Manager, and Departmental Colorado Combined Campaign Coordinator.

+ Ensure security and confidentiality of sensitive Department records.

+ Serve in the role of building proctor for the department; Assist with special building projects, such as remodels, building maintenance issues, and improvements.

+ Provide leadership for one Admin III and one Admin II in support of the department’s missions in teaching and research; inspire teamwork, service and a productive work environment; manage and allocate employee job responsibilities to streamline workload and meet goals of department; prioritize workload to meet critical deadlines for grant proposals, payroll actions and financial reporting; provide opportunities for staff training and professional development; manage staff performance by establishing standards/goals, addressing performance problems, and conducting performance evaluations; approve leave requests; interview and hire staff when needed.

+ Other duties as assigned

Percentage Of Time25

Job Duty CategoryCompiling Reports

Duty/Responsibility

+ Determine research and acquisition methods for report development. Research information, prepare and compile reports including: Annual Departmental Activities Report, Department 5-year Review, Faculty Annual and Comprehensive Reviews, Faculty Tenure and Promotion Recommendations, and Semester Course Reports.

+ Research and compile information for any special reports requested by the University administration.

Percentage Of Time20

Job Duty CategorySpecial Projects/Events

Duty/Responsibility

+ Assists Admin III (grad coordinator) with large event planning and execution as necessary.

+ Coordinate and manage special projects and events as assigned by the Department Chair, including annual department retreat, annual awards and graduation reception and holiday party.

Percentage Of Time5

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

+ * Do you have previous experience working for the State of Colorado? If so, please list which work experiences on your application were State of Colorado positions.

(Open Ended Question)

Applicant Documents

Required Documents

+ Resume

+ Cover Letter

Optional Documents

+ Unofficial Transcripts

+ Veteran DD214 Form (Member-4) (For State Classified searches ONLY)