Administrative Coordinator

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
05 Mar 2018
End of advertisement period
02 Apr 2018
Ref
54479
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

The mission of the Colorado State University Office of Conference Services is to solicit, broker, and coordinate educationally focused conferences within the University’s mission.

Position Summary

The Administrative Coordinator is a full-time, year-round position that delivers registration management and administrative support (for both Conference Services and CSU Mountain Campus) for an active year-round conference and event operation that directly provides logistical, planning, registration, and financial assistance for on and off campus programs through the delivery of superior customer service. To be successful in the position, the Coordinator must have excellent interpersonal communication with the elements of providing exceptional customer service, organization, administrative skills and have solid experience and comfort working with technology and database programs.

Minimum Qualifications

Three years of general clerical experience, which must have included the use of a web-based registration system or an event planning tool.

Substitutions

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.

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 experience working in a conference and/or event setting.
  • Experience working for a higher education entity.
  • Demonstrated experience serving as support staff to a variety of stakeholders with different needs and deadlines.
  • Ability to communicate information in a professional, courteous and concise manner (both verbally and in written form).
  • Demonstrated experience tracking budgets.
  • Demonstrated experience working with a variety of constituents, both internal and external to an organization.
  • Ability to be proactive and anticipate needs.
  • Strong customer service skills.
  • Ability to make appropriate, independent decisions regarding work.
  • MS Office experience, specifically Word, Outlook, Excel.
  • Detail-oriented and organized.
  • Ability to think quick and work in a fast paced environment.

Essential Job Duties

Job Duty Category Registration Coordination Duty/Responsibility

  • Oversee all administrative aspects for 10-15 registration only conferences and events annually, including proposals, contracting, coordination, and final invoicing.
  • Design and maintain 10-15 conference registration websites annually using in-house software.
  • Evaluate requirements for assigned conferences/events and understand and follow CSU policies and procedures when committing university resources with little supervision.
  • Generate daily registration downloads for all programs and financial reconciliation of each registration conference account.
  • Create and distribute conference details and registration reports on a regular basis.
  • Perform manual participant database entry as well as receipts/confirmation letter submissions.
  • Track processes and procedures for manual entry events.
  • Verify billing and refund information, contact participants regarding outstanding balances, create and process financial documents for daily reconciliation, troubleshoot errors, and resolve disputes.
  • Consult and advise conference and event participants on an individual basis and refer when appropriate when appropriate by phone, fax, mail, and email.
  • Utilize, train, and provide recommendations for changes to current registration processes and database software related to industry best standards for collegiate conference programs.
  • Develop and provide guidance to CES staff on more complex and challenging conference participant registration situations.
  • Assist in the development of the CES services and supply rate structure.
  • Meet with conference and event coordinators on a regular basis to determine registration needs as well as respond to request for modifications.
  • Design and approve registration forms and related information.
  • Interpret, clarify, and uniformly enforce registration processes for CES staff.
  • Establish registration deadlines for all CES staff.
  • Communicate regularly through multiple methods (phone, email, forms, calendars, in-person meetings) with internal and external clients and partners.
  • Develop and maintain individual conference budgets and provide financial information to CES management.
  • Ensure Payment Card Industry date Security Standards (PC I DSS) compliance with all registration processes and procedures.
  • Create and facilitate all materials needed for conference guests, including but not limited to name badges, portfolios, etc.
  • Manage on-site registrations; some requiring non-traditional work hours.

Percentage Of Time 60% Job Duty Category Administration Duty/Responsibility

  • Participate in departmental processes and projects such as staff recruitment and conferences planning.
  • Partner with the CSU Mountain Campus for summer seasonal employment selection.
  • Assist with managing supply and services budget for CES and the CSU Mountain Campus.
  • Maintain mailing list databases.
  • Coordinate mass mailing assembly.
  • Monitor/order office and registration supplies for CES and the CSU Mountain Campus.
  • Manage Guest Housing program including reservations via website, phone, email, as well as communication with campus partners regarding arrivals and departures.
  • Participate and represent CES on a variety of division and campus committees and initiatives.

Percentage Of Time 20% Job Duty Category Supervision Duty/Responsibility

  • Manage front desk operations including customer and guest services, office management, and area processes.
  • Hire, train, and supervise three-four student staff to support front desk operations year-round.

Percentage Of Time 20%

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.
  • 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.

INCOMPLETE APPLICATIONS

  • 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 (e.g.: 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.

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

  • 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 humanresources@colostate.edu. 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

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), Valid Driver’s License, Special Requirements/Other - Position will occasionally be required work outside of normal business hours in support of on-site registrations

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 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.