Administrative Assistant

Colorado State University
Fort Collins, Colorado, United States
28 Feb 2018
End of advertisement period
28 Mar 2018
Contract Type
Part Time

Description of Work Unit

For more than 50 years, CSU Online, an enterprise unit formally named the Division of Continuing Education, has been delivering online and distance programs developed at the flagship research campus in Fort Collins, Colorado. Housed in the Office of Engagement, which reports directly to the university president, CSU Online provides affordable access to a high-quality education from wherever students call home around the nation and world, on a schedule that fits their lives. CSU’s online students receive the same education, learn from the same faculty, and earn the same regionally accredited degree as students on the Fort Collins campus. CSU Online offers more than 40 degrees, online and at a distance, as well as hundreds of credit and noncredit courses and dozens of certificate programs, digital badge programs, and MOOCs.

CSU Online is a center of innovation at the university, supporting not only the development of online and distance courses and programs but also the enhancement of campus instruction. It enjoys strong partnerships with the Office of the Provost, the Colleges, the Graduate School, the Division of Student Affairs, and key instructional groups within the university, including the Institute for Learning and Teaching and the University Distinguished Teaching Scholars. CSU Online is actively engaged in projects intended to improve teaching effectiveness and educational access and affordability across the university, including initiatives in areas such as open educational resources, open-access publishing, virtual and augmented reality, active and technology-enhanced teaching and learning, and learning analytics.

CSU Online has a staff of about 70 professionals. Key teams include Program Development and Management, Marketing and Communications, Student Success and Engagement, Finance, Learning Technologies, and Research and Analytics. CSU Online collaborates closely with the colleges, departments, and divisions across the university, with other universities in the CSU System, and with government, business, non-profit organizations as well as other educational institutions in the Rocky Mountain region. CSU Online is a vibrant and growing organization with significant potential for continued growth.

Position Summary

The Osher Assistant is responsible for providing administrative support to the Osher Lifelong Learning Institute, a member-based, member-driven organization that provides noncredit educational courses and engagement activities for adults aged 50 and better. This position will assist in the areas of program administration, operations, recruitment, retention, fundraising, marketing and promotion.

Minimum Qualifications

To be considered for this position, applicants must have:

  • Two full-time years (24 months) of general clerical experience.



Preferred Qualifications

Highly sought applicants will have many of the following:

  • Experience in higher education working directly with adult students in a customer service capacity.
  • Knowledge of customer service software systems and processes for enrolling and registering students/members.
  • Proficiency with Microsoft Office suite, especially Word, PowerPoint, Excel and Outlook; aptitude for learning software applications and systems.
  • Demonstrated ability to create positive rapport and develop relationships with University administration, campus and community organizations, advisory council members, instructors, speakers, vendors and volunteers in a diverse team environment.
  • Professional aptitude in both written and verbal communication. Must be able to speak well and conscientiously both in-person and over the phone. Must be able to edit/read and compose grammatically correct sentences.
  • Self-starter with excellent organizational and priority-setting skills.
  • Flexibility and demonstrated ability to productively attend to multiple priorities at a fast pace; ability to handle frequent interruptions and adapt to changes in workload and work schedule.
  • Strong analytical skills demonstrated through use of digital information to track data and extract meaning.
  • Planning, communication, organization, and evaluation skills demonstrated through experience managing multiple projects and deadlines simultaneously.
  • Expertise and experience communicating with and engaging volunteers.
  • Experience in fundraising within a membership organization
  • Experience in grant writing and administration.
  • Knowledge and experience with event planning.
  • Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
  • Keen attention to detail
  • Outstanding organizational and problem solving skills
  • Active listening skills
  • Ability to handle frequent interruptions and adapt to changes in workload and work schedule; ability to plan, organize, and coordinate schedules, activities, etc

Essential Job Duties

Job Duty Category Administration/Operations Management Duty/Responsibility

  • Provide excellent customer service and serve as a first-line respondent to customer inquiries. Respond independently to walk-in, phone and written inquiries, disputes, suggestions, needs and concerns. Identify customer needs, research best methods of resolving concerns and follow up with customer, as appropriate, to ensure satisfaction and a positive, meaningful Osher experience.
  • Assist with maintaining a user-friendly, updated member database; manage courses and timely data entry/registration; oversee the recruitment and retention of memberships and enrollments. Collect and maintain mailing lists of new inquiries/lapsed members/current members.
  • Draft reports, business correspondence and procedures manuals; maintain files and records, as required.
  • Oversee all logistics and coordination associated with classroom facility usage; manage activity calendar, scheduling/re-scheduling of lectures, tours, facilities and events to meet the needs of Osher staff, instructors and members. Provide signage and set-up for classes, lectures and events.
  • Ensure that member amenities (refreshments and/or catering) are provided in a timely manner, when needed.
  • Maintain open communication with instructors to provide classroom support, supply course rosters/handouts/materials and provide classroom training with technology/audio visual equipment.
  • Monitor and evaluate classes and programs to assure quality; assure that course evaluations are conducted to implement continuous program improvement; summarize course evaluations for distribution to instructors.
  • Provide innovative ideas to advance recruitment and retention efforts; carry out plans, as required.
  • Assist with fundraising and special activities planning from conceptualization to implementation and evaluation.
  • Promote volunteer participation with the organization.
  • Trouble-shoot problems or inconsistencies in Osher processes and work to resolve them.
  • This position will work independently to assure the smooth workflow and a streamlined, effective and efficient day-to-day operation of Osher. Workload prioritization includes requests from administrators, instructors/speakers, volunteers, community organizations, and internal/external staff and customers.
  • This position will process financial documents and all associated paperwork for Osher expenses related, but not limited to: instructor payments; invoices, volunteer reimbursements, etc.
  • This position will negotiate/collaborate with instructors, vendors, members and organizational entities to maintain the highest level of customer service when resolving issues related to account transactions, vendor payments, refunds, class cancellations, facility rentals, and others.
  • This position will assist the director in creating a culture of philanthropy among the membership to assure program growth and sustainability.

Percentage Of Time 70 Job Duty Category Promotion and Marketing Duty/Responsibility

  • Plan, design and manage the production of marketing and collateral materials in coordination with the Division of Continuing Education marketing units and other publication offices across campus; assist with editing, writing and production.
  • Establish production and marketing timelines for session catalogs, advertisements, email blasts. etc.; work with staff, instructors, volunteers and University Printing and Publications for timely delivery and distribution.
  • Collaborate with marketing and IT teams to assure an updated, inviting and vibrant Osher website.
  • Create and distribute, using Campaign Monitor, regularly scheduled promotional emails to members and prospective members.
  • Make presentations and represent Osher at community and University events to create awareness and visibility; develop and maintain effective outreach and working partnerships, both internal and external to the organization.
  • Coordinate with volunteer committees to plan, organize, implement and evaluate Osher receptions, open houses, and fundraising events.
  • Assist with researching and analyzing marketing opportunities; explore costs and feasibility of marketing strategies.

Percentage Of Time 30


  • 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.
  • 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.
    • Positions requiring a degree or if using education as a substitution for work experience (eg: 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.


  • 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.


  • The selection process for State Classified positions may include an exam(s), which 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 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


  • 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

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.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

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.