Position Location
Fort Collins, CO 80523


Work Location
Position qualifies for hybrid/in-office work


Type of Position
Full-time


Classification Title
Admin Assistant II


Posting Number
202300107P


Position Type
State Classified


Open Date
03/07/2023


Close Date
03/28/2023


Salary
$3,013 - $3,650 + Full Benefits


Employee Benefits
Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU\xe2\x80\x99s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas:
https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/and https://hr.colostate.edu/prospective-employees/our-perks/.

Some positions hired through this pool may be eligible for a signing bonus of up to $2,500.


State Classified Hourly
No


Overtime Eligible



Description of Work Unit
OUR LOCATION
Colorado State University, located in Fort Collins, Colorado (approximately 65 miles North of Denver), is situated on nearly 5,000 acres of land, including the main campus, a foothills campus, an agricultural campus, and a mountain campus (Pingree Park).

Colorado State University also has 4,600 acres for research centers, Cooperative Extension offices, and Colorado State Forest Service stations.

Fort Collins is an award-winning city located on the Front Range of the Rocky Mountains with the foothills and 14,000-foot peaks visible to residents. Easy access to hiking, skiing, rafting and other outdoor sports is a great advantage to CSU students, faculty and staff.

OUR ECONOMIC IMPACT
CSU is one of the state\xe2\x80\x99s most important economic growth engines and a cornerstone of Colorado\xe2\x80\x99s economic future.

OUR INFLUENCE
You can see Colorado State University\xe2\x80\x99s influence in every corner of the globe. Whether it\xe2\x80\x99s life-bringing irrigation systems in Egypt, high-yield wheat varieties in Europe, climate-change research in Antarctica, or our transnational research that\xe2\x80\x99s helping cure cancer in animals and humans, CSU\xe2\x80\x99s discoveries are making the world a better place.

OUR PROGRAMS
Founded in 1870 as the Colorado Agricultural College, Colorado State University is one of the nation\xe2\x80\x99s premier research universities routinely highlighted in national rankings recognizing top universities and programs. With more than 150 programs of study in eight colleges, Colorado State University offers a world-class education. Academic programs at CSU are among the best in the nation in quality, innovation, and achievement, with internationally known programs in infectious disease, agriculture, cancer research, atmospheric science, sustainability and clean energy, and much more.


Position Summary

The Administrative Assistant II is a critical resource person for the university and is expected to understand the complex, sensitive nature of situations and be able to explain and apply the appropriate University, School, and program procedures to varying situations. Although the functions may vary slightly from one department to the next, the expectation is that the position will be proficient in all areas and will be able to independently balance fluctuating demands on a daily basis.

This position serves as a significant support and resources for team members in coordinating virtual and/or in-person meetings and events, including scheduling, space, catering, travel, A/V, registration, confirmation, and other needs. Responsibilities will include but are not limited to:

• Collect, record, and present data
• Effectively communicate with internal and external customers in-person, by phone, or Teams chat
• Receive and distribute packages and mail
• Assist with office maintenance
• Reallocate procurement card transactions
• Assist with purchasing requests
• Prepare, process, and close travel documents

Colorado State University looks for applicants with a combination of knowledge, skills, abilities, and personal traits that include:

• Strong work ethic
• Commitment to diversity and inclusion
• Productivity
• Professionalism
• Customer focus
• Teamwork and collaboration skills
• Problem-solving and critical thinking skills
• Technical skills
• Interpersonal skills
• Communication skills
• Ability to Multitask
• Organization skills
• Detail Oriented

This Administrative Assistant II position results in a campus-wide Eligible List that will be utilized to fill positions for various departments across the Colorado State University campus. All positions filled through this posting will require a fully in-person or Hybrid schedule. Once we have completed our comparative analysis (i.e. pre-employment assessment(s)) and established our eligible list of candidates, we begin to refer the top six scoring candidates to department(s) for an interview. The State of Colorado (our governing body) allows us to send a candidate to three different departments/interviews in effort to obtain a job offer. If you decline an offer, our office removes you from the eligible list, and moves on to refer the next candidate in line. This eligible list is typically active for up to six months.


Minimum Qualifications

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

• Two years of general clerical experience.*Please note, part-time experience will be calculated to determine the full-time equivalent experience (24 months full-time, 40hrs/wk).

Substitutions

The following may substitute for the minimum qualifications of this position:

• College or University course work may substitute for the experience on a year-for-year basis.*Please note: To qualify, unofficial or official transcripts must be attached.

Preferred Qualifications

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

• Excellent interpersonal skills with a focus on customer service
• Excellent communication skills (verbal, written, etc.)
• Ability to prioritize a high volume of work with a high level of productivity and accuracy is required
• Ability to interpret complex rules, regulations, policies, procedures, and guidelines and apply them appropriately
• Ability to take direction and use independent judgment to coordinate various projects and meet multiple deadlines
• High standards of professionalism with the ability to clearly disseminate information to faculty, staff, students, and community partners
• Keen attention to detail
• Strong problem-solving skills
• Ability to maintain confidentiality for all information regarding faculty, staff and student records, communications and personnel matters
• Ability and willingness to learn new programs
• Experience in an academic department or higher education
• Experience in an office environment
• Related state service experience.

Essential Job Duties



Job Duty Category
Communications and Data Entry


Duty/Responsibility

• Inputs information quickly and accurately from a variety of sources into a computer database.
• Prepares financial data reports for budget planning and implementation.
• Performs desktop publishing including design, layout, paste-up and editing of program documents.
• Produces office communications, technical papers, spreadsheets, department documents, and scientific papers with the use of various software packages including, but not limited to: Microsoft Office (i.e. Outlook, Word, Excel, PowerPoint, Access, Publisher) and Adobe Acrobat.

Percentage Of Time
30




Job Duty Category
Customer Service


Duty/Responsibility

• Greets and directs all visitors including vendors, clients, prospective employees, students, faculty and staff.
• Answers incoming calls, responds to inquires or directs to appropriate contacts.
• Ensures completion of paperwork, sign-in and security procedures.
• Handles special administrative projects.
• Contributes to a team effort by taking initiative to assist others during periods of increased workload.

Percentage Of Time
20




Job Duty Category
Office Services


Duty/Responsibility

• Coordinates event planning activities (i.e. venue, staffing, catering, set-up, clean-up, speaking arrangements, communications, lodging and transportation).
• Creates, processes and tracks purchase orders.
• Maintains supplies inventory by checking stock to determine inventory level; anticipates needed supplies; places and expedites orders and verifies receipt of supplies.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control and budgetary and personnel requirements and then implements changes.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment and techniques.
• Coordinates and communicates schedules and travel.
• Sorts and distributes incoming and outgoing mail; operates manual and electronic mailing equipment and interacts with internal and external couriers.

Percentage Of Time
50


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 the Work Experience section 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 the Work Experience section 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.
• The Work Experience is 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.

INCOMPLETE APPLICATIONS

• If an Application is considered \xe2\x80\x9cIncomplete\xe2\x80\x9d, the Application will be removed from consideration for the position.
• An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
• An Application is incomplete if \xe2\x80\x9csee resume\xe2\x80\x9d (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
• Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor\xe2\x80\x99s) 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 the Required Documents section 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) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates\xe2\x80\x99 own expense.
• All status updates for this position will be sent via email from human.resources@colostate.edu, OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
• Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

Equity, Diversity, and Inclusion at Colorado State University
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources \xe2\x80\x93 Employment Office, at hr_service_center@mail.colostate.edu or call (970) 491- MyHR(6947).

DEPARTMENT CONTACT INFORMATION

• Please check the Help link online at https://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 (970) 491- MyHR(6947).

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


EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu.

The Coordinator for any other forms of misconduct prohibited by the University\xe2\x80\x99s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, oeo@colostate.edu.

Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.


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\xe2\x80\x99s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director\xe2\x80\x99s Administrative Procedures are available at www.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.