Assistant to Department Head

Colorado State University
Fort Collins, Colorado, United States
11 Oct 2016
End of advertisement period
24 Oct 2016
Contract Type
Full Time

The Fish, Wildlife and Conservation Biology Department expands the frontiers of knowledge through our broad-based expertise in applied ecology, quantitative methods, and human dimensions in the conservation and management of fish and wildlife.
We teach students to think critically about environmental issues, and become ecologically literate citizens with the training to be successful in graduate school and in careers with natural resources agencies, firms, and non-government organizations.
Our outreach efforts contribute significantly to life-long learning by assisting individuals and agencies to solve complex environmental problems and to be good stewards of our nation’s natural resources.

Position Summary

The Assistant to the Department Head provides administrative assistance and policy guidance and interpretation in the day-to-day operations of the Fish, Wildlife, and Conservation Biology Department; to assist in coordinating the department’s undergraduate and graduate programs of study, workshops, department operations, and to provide general assistance to the Department Head and support the research and scholarly activities of faculty and students.

Minimum Qualifications

Three years (36 months) full-time experience providing general clerical or administrative services support of which must have included one year (12 months) of experience supporting at the executive level.

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:

  • Demonstrated knowledge of Microsoft Office Software (Excel, Word, PowerPoint, Outlook, etc) as well as office software such as Adobe Acrobat.
  • Demonstrated knowledge of basic computer operating system (ie: creating folders, organizing files into folders, and copying, moving, and deleting files).
  • Demonstrated knowledge in using web browsers (Internet Explorer, Google Chrome, and/or Mozilla Firefox) to access information, fill-in forms, run CSU system software, etc.
  • Demonstrated ability to organize, plan and execute large events (i.e. 100+ attendees)/projects.
  • Experience with maintaining and overseeing multiple calendars to arrange meetings and manage department resources
  • Ability to establish internal and external relationships, navigate multiple approval processes (i.e. travel, purchasing, external communications, etc.), and work effectively with diverse groups.
  • Experience with creating, maintaining, and managing maintenance logs for equipment, vehicles, and related items,
  • Demonstrated ability to manage multiple populations, including faculty, staff and students, or multi-level professional populations.
  • Experience delivering exceptional customer service to internal and external customers while adhering to complex policy and competing priorities.
  • Experience with analyzing and interpreting university and/or general policies, etc.
  • Familiarity with financial database systems (Kuali), SCAIT, student information management systems (ARIES), DARS, virtual event management systems, classroom management software (SLATE), Adobe Pro or similar systems.
  • Experience with overseeing budgets, projects, event coordination.

Essential Job Duties

Job Duty Category Policy and Decision Making


  • Learn, interpret, and guide faculty, staff, and students through CSU policies regarding undergraduate, graduate studies, event management, construction processes, curriculum, course registration, course submission/removal, building management, and travel.
  • Analyze and interpret policy.

Percentage Of Time 10
Job Duty Category Calendaring, Maintenance, Building Proctor Responsibilities, and Supervision


  • Maintain multiple calendars including department head, department resources, and vehicles.
  • Administer use of departmental equipment including conference rooms, vehicles, classrooms, computers, projectors, and other electronic equipment.
  • Using EMS calendaring system, reserve CSU resources for departmental use.
  • Serve as Wagar building proctor and determine urgency of building situations and events (ie: running toilets vs. spilled water, etc.).
  • Assign and manage department space allocation based on formulas derived from CSU Facilities Operations.
  • Review and resolve EHS space concerns.
  • Act as a liaison to Facilities Management to resolve building issues including the Foothills Fishery Lab Facilities, Boat Bar, etc.
  • Acting authority for department Equipment and Accountability Change Request (EACR).
  • Manage, arrange, and coordinate remodel/renovation projects.
  • Oversee remodel budgets, projects, and work to ensure the highest quality possible for departmental facilities.
  • Hire, train, and oversee work study student(s) and/or non-student hourly positions.

Percentage Of Time 10
Job Duty Category Event Planning and Workshop Management


  • Project manager and facilitator for department events, receptions and workshops. Including but not limited to: budget allocations, invoice reconciliation, contract discrepancies, and resolutions.

Percentage Of Time 15
Job Duty Category Graduate Student Coordinator, and Online Assistant


  • Administrate, manage, and maintain graduate applicant process and files.
  • Train faculty on Graduate Admissions SLATE processes.
  • Guide and advise applicants through the graduate application process.
  • Coordinate and execute graduate-faculty opening reception.
  • Track, review, and assist faculty graduate students on Graduate School policy, deadlines, and discrepancies.
  • Assist with online degree program by providing program support and guidance to the director.

Percentage Of Time 10
Job Duty Category Undergraduate Student Assistance


Provide administrative assistance to the undergraduate program, including:

  • Process overrides, graduation contracts, waivers, assigning advisors, change of major and minor approvals.
  • Assist with transfer reevaluations.
  • Maintain undergraduate files.
  • Prepare for undergraduate events, such as Ram Welcome.
  • Serve as back up for orientation and student visits.
  • Maintain, track, and organize University and College deadlines for curriculum submission and track changes.
  • Establish and advertise online undergraduate courses.
  • Resolve DARS discrepancies.
  • Assign and reconcile undergraduate advisor assignments.
  • Assist advisors with curriculum discrepancies (ie: C- grades not acceptable in certain courses).
  • Meet curriculum and Registrar deadlines.

Percentage Of Time 10
Job Duty Category General Department

Duties Duty/Responsibility

  • Maintain department directory and student, personnel, and general files as well as equipment.
  • Build and manage cooperator and affiliate contact database and contact information.
  • Serve as primary marketing personnel to advertise courses, workshops, events; creation and maintenance of web pages, department news, calendar items, and TV marketing management/maintenance.
  • Authorize, track, submit, and manage departmental key requests.
  • Act as “face” of the department – answer telephones and general office email.
  • Oversee and disseminate of daily mail and packages.
  • Determine and oversee departmental student hourlies (or employees) regarding campus errands.
  • Use sound business practices to determine and prepare best practices to ship lab samples, educational materials, etc.
  • Proficiently manage competing deadlines with short timelines and produce accurate, detail oriented work.
  • Establish positive relationships with diverse partners and populations.
  • Deliver exceptional customer service to internal and external customers while adhering to complex policy and competing priorities.
  • Manage multiple populations, including faculty, staff, and students and work with international contingencies.
  • Help create and/or edit various department reports (ie: Five-year reviews, development proposals, marketing brochures, etc.)

Percentage Of Time 10
Job Duty Category Personnel File Management


  • Maintain personnel (faculty, staff, graduate-student, and affiliate) listings and ensure general information is up to date.
  • Under the direction of the department head, assist and advise faculty in compilation of tenure and promotion packets.
  • Arrange and calendar annual evaluation meetings.
  • Maintain and disseminate annual evaluation files to appropriate committees, personnel, and CSU departments.

Percentage Of Time 10
Job Duty Category Travel Accommodations and International Management


  • Arrange and secure travel accommodations for department head, visiting scholars, guests, and lecturers.
  • Review, advise, prepare, and submit internal CSU documents for international scholars, guests, and students.

Percentage Of Time 10
Job Duty Category Budgeting


  • Liaison and resolution contact for department expenditures including guest’s accommodations, event management, Wagar project management, and department supplies.
  • Reconcile budgets, event invoices, statements, and resolve discrepancies.

Percentage Of Time 10
Job Duty Category Curriculum/Course Scheduling Textbook Coordination and Institutional Research Coordinator


  • Follow CSU policies to schedule, establish, and delete FWCB courses to CSU curriculum database.
  • Resolve discrepancies with the Registrar’s Office.
  • Use SCAIT system to add faculty to appropriate department accounts to ensure accurate Institutional Research data, which may affect faculty promotional opportunities.
  • Use historical data to track, order, and determine annual textbook orders and quantities.
  • Resolve textbook issues.
  • Act as liaison between the CSU Bookstore and department.
  • Order desk copies and advise faculty of publication availability with the knowledge of best practices in matters such as cost consideration for students, curriculum continuity, final outcomes, etc.

Percentage Of Time 5

Application Details

Special Instructions to Applicants


  • Clearly document job duties performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the “Work Experience” section on the application. We 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 we can calculate full-time experience.
  • The APPLICATION 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.


  • 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 the Work Experience section 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 the Work Experience section of the Application.


  • 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. **Please see the “Required Documents” section of the posting.
  • Resumes will not be accepted in place of a complete application; however, resumes may still be required as a component of complete application materials.


  • The selection process for State Classified positions may include an exam(s), which often requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from In addition to your Inbox, remember to check in your Junk and Deleted folders for these important communications.
  • Pertinent updates to your application status can be obtained by logging into your application account at


  • Please check the “Help” link online at 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 at the main phone line: 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 or expression, or pregnancy and 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/equal access/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.

Background Check Policy Statement

Colorado State University (CSU) 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. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will 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 at

A standard appeal form is available at: 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 (*).

  1. * Are you willing and able to submit to a pre-employment background check that may include, but is not limited to, criminal history, national sex offender search and motor vehicle history as a condition of hire?
    • Yes
    • No
  2. * In detail, describe your experience using the following computer programs: MS Word, MS Excel, MS Outlook, MS PowerPoint, and Adobe Pro.

    (Open Ended Question)

  3. * Please explain how you have provided effective customer service, problem-solving and information to a wide variety of both internal and external customers.

    (Open Ended Question)

Applicant Documents Required Documents

  1. Resume
  2. Cover Letter
  3. List of Professional References

Optional Documents

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