Administrative Assistant

Colorado State University
Fort Collins, Colorado, United States
29,000 - 34,000
30 Mar 2017
End of advertisement period
27 Apr 2017
Contract Type
Full Time

Description of Work Unit

The mission of Laboratory Animal Resources is to use our expertise to provide the highest standard of care for laboratory animals in support of the Colorado State University research community.

Position Summary

This position is the primary front desk reception for Lab Animal Resources assisting researchers, visitors, and vendors with proper biosecurity entry/exit procedures for the facility and responses to various inquires. This position is responsible for the maintenance and distribution of electronic key cards for staff and non-LAR personnel such as investigators, research associates, and equipment service technicians requiring access to LAR animal facilities and maintaining current records for active users. This position is also responsible for receiving and recording phone messages, distributing mail, room scheduling, and updating front office display monitor and website as needed. This position will process travel documents, order and maintain office supplies including management of scrub inventory. The position processes HR paperwork and data entry in Oracle, reconciles accounts, maintains PCard receipts and reallocates transactions, initiates procurement documents in KFS, processes cage card requests and transfers in the animal management system including documenting the charges for monthly billing.

Required Job Qualifications

A High school diploma, General Education Development (GED), or equivalent with two years of general clerical experience. At the agency’s discretion, college or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis. Qualified applicants need to have excellent written and oral communication skills to serve as the receptionist. Must be punctual and personable with a high-level commitment to excellent service. Demonstrated performance in concepts of teamwork collegiality, reliability and experience interacting with diverse groups of people.

Preferred Job Qualifications

Previous experience with reception and/or front office work preferred. Including accounting principles, human resources management and reception activity. Experience in a University setting. Experience with Kuali Financial System. Ability to work effectively in a team environment as well as autonomously. Strong organizational and problem-solving skills.

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category LAR Front Desk Reception Duty/Responsibility

This position is the lead administrator for the reception area for LAR. As such, this position is responsible for answering and directing incoming calls, notifying management of staff who will be late or absent, notifying appropriate staff of vendor deliveries, and assist in communications to investigators. This lead position will also distribute the mail, manage scheduling of conference rooms, and updating the front desk monitor display and department website as needed. This position also ensures that all personnel entering main facility adhere to all biosecurity guidelines set forth in the entry/exit SOPs. Manage the keycard access for LAR buildings by using the Ccure management software maintained by Facilities including communicating with other departments for card access where we maintain additional animal space. Support new users in completing the access form and guide them through training. Manage loaner/visitor key cards.

Percentage Of Time 30 Job Duty Category Animal Management System Administrator Duty/Responsibility

This position serves as an animal management system contact. As part of the business staff, this position has working knowledge of the software for tracking, census, cage card requests, transfers, and billing for all users who have needs related to the system. Compile charges for monthly billing. Attend meetings with system developer as needed.

Percentage Of Time 20 Job Duty Category Filing and Account Reconciliation Duty/Responsibility

Match invoices to original order documents and file. Reconcile invoices against monthly financial reports.

Percentage Of Time 15 Job Duty Category Human Resources Duty/Responsibility

Assemble HR documentation processed through Oracle. This includes the accumulation of documentation required by HR and payroll for new hires and terminations/resignations for all student and non-student hourly positions including guest associates. This position is responsible for tracking the status of each change action entered into Oracle and producing the final approvals for the employee and account files. This position is responsible for keeping a new hire packet for each type of position. Obtain and ensure all signatures for personnel paperwork. Accurate and timely input of biweekly time sheets, monthly leave taken, and overtime hours in to Oracle. Print and disseminate monthly leave balance reports to staff. Run HR reports as needed. Maintain hard copies and organize in an appropriate method that reflects typical filing processes. Scan annual HR documents for electronic archival. This position is required to maintain confidentiality with HR documentation and knowledge as well as attend training classes as necessary to provide continuous support of these functions.

Percentage Of Time 10 Job Duty Category Travel Coordinator Duty/Responsibility

Travel reimbursements are prepared on a monthly basis for LAR animal care staff that have work responsibilities at more than one campus location and use their own vehicle. Create and process all travel documentation for LAR staff including obtaining travel approval, funding verification, registering traveler for a conference, and securing flight and hotel reservations. Monitors signature status in TEM. This position is required to attend training classes as necessary to provide continuous support to these functions.

Percentage Of Time 10 Job Duty Category Office & Scrub Inventory, and Procurement Duty/Responsibility

Create procurement documents as requested such as internal billings, internal orders, disbursement vouchers, work orders, transfer of funds, shop catalogs and purchase requisitions. Assemble procurement documentation for account reconciliation. Track procurement documents to final approval. Manage inventory of office supplies including copy/printer supplies and reorder as necessary to avoid a shortage. Organize supplies in a central and logical location. Compile documentation for Pcard reallocation, reallocate transactions, and maintain filing of receipts. Conduct weekly audit of laundered garments by physical count and record inventory in log. Receive, verify and send garment invoices to Accounts Payable. Communicate changes to weekly delivery to the vendor and update logs as needed. This position is required to attend procurement classes as necessary to provide continuous support to these functions.

Percentage Of Time 15

Application Details

Special Instructions to Applicants

References will not be contacted without prior notification.

Travel expenses for interviews will be limited to a maximum of $350 per candidate.

Conditions of Employment

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

Search Contact

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.