Administrative Assistant

Colorado State University
Fort Collins, Colorado, United States
14 Nov 2016
End of advertisement period
12 Dec 2016
Contract Type
Full Time

Position Summary

This position will assist the Financial Coordinator and Department Head by managing all day-to-day operations of the departmental main office and providing support for 25+ Faculty, Staff, and temporary or part time instructors, plus 25+ graduate students, 3 Academic Support Coordinators, and over 1300 undergraduate students by regulating all aspects of the department’s administrative support office.
This position will also work closely with the other Administrative Assistant in HES to ensure consistent office coverage (via student staffing and cross-training) and be available to meet the administrative demands associated with one of the largest undergraduate departments at CSU which also has strong research and outreach programs.

Minimum Qualifications

Three years (36 months) general clerical experience.

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:

  • Experience with CSU software systems (including Kuali, Aries, Slate and Oracle)
  • Experience with CSU operations (an understanding of who to contact in specific operational areas)
  • Supervisory experience of professionals and student employees
  • Experience helping undergraduate and/or graduate students with general program questions and ensuring accurate student records

Essential Job Duties

Job Duty Category

Student Support


  • Undergraduate and graduate student and academic program support.
  • Manage the administrative components of the undergraduate program by maintaining undergraduate student records which include the appropriate handling of these documents: internal transfers, external transfers, transcripts, course registration materials, grade reports, incompletes, DARS records, independent studies, graduation application, degree check, appeal documents, exceptions for course substitutions or waivers, and advising materials.
  • Process graduation contracts for up to 200 students per semester.
  • Work closely with instructors to coordinate textbook orders, investigate and resolve grade or record discrepancies, and implement the department’s override process.
  • Maintain up to date records of courses and instructors by compiling a complete department course list for internal distribution, and entering essential instructor data in ARIES.

Percentage Of Time


Job Duty Category

Administrative Support


  • Regulate all aspects of the department’s administrative support office by controlling operational standards, office procedures, work flow and quality; maintaining efficient filing systems and essential mail services; and stocking necessary office and general departmental supplies.
  • Manage all central and individual office equipment and classroom teaching technology to maintain uninterrupted use by troubleshooting all emergency needs, ordering repairs and/or new equipment, overseeing storage and daily use, implementing security procedures, and performing or ordering routine maintenance as determined necessary by this position.
  • Other general departmental support duties that fall under this position’s responsibility include telecommunications equipment requests, key requests, and facilities management related issues. In all of these cases, this position works with the customer (our faculty, staff, or students) to correctly identify the need, and then independently determines the correct course of action to address the need (including spending departmental funds when determined necessary).
  • Monitor the functional aspects of the HES main office, and makes changes as needed to our general office procedures, etiquette and protocol.
  • Work closely with the financial officer, Administrative Asst., and as supervisor of the student staff to ensure accurate and timely completion of all business and operational functions in the department.

Percentage Of Time


Job Duty Category



  • Hire, train, evaluate, and supervise up to 10 part time work-study student employees who assist in providing the essential support for the main office by staffing the reception desk at all times, performing administrative tasks, and assisting undergraduate students with general questions.
  • Oversee the essential functioning of departmental equipment and locker rooms by supervising and evaluating 1 FTE (Materials Handler II), and assessing the efficiency and effectiveness of this operation to ensure high quality customer service to our instructors, students, and Noon Hour Fitness clients.

Percentage Of Time


Job Duty Category

Building Proctor


  • Act as the building proctor for three buildings (Moby B, HESTF, and Glenn Morris Field House) by centralizing call-ins for maintenance, compiling building audit reports, maintaining departmental emergency evacuation plan, and responding to all requests as outlined in the “Building Proctor Manual."
  • Initiate response actions to various emergency and non-emergency circumstances, and recommend appropriate action for unusual circumstances that may need attention in the building, department, grounds, or as requested.
  • Manage all departmental classroom and conference room schedules.
  • Determine best practices to eliminate interruptions to current research projects and normal departmental functioning during construction and remodel projects.
  • Coordinate all utility outages with building occupants, contractors, Facilities Services, and other building users.

Percentage Of Time


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.