Office Manager, Administrative Assistant
Apartment Life creates a living-learning community founded on the strength of our differences, interests, and common goals. Our vision is to impact each member of the Apartment Life community, fostering interaction, understanding, and appreciation among people of all backgrounds. Through this positive experience with our residents, we can positively influence the University, Fort Collins, and the world. Apartment Life provides a unique opportunity to work in a culturally diverse living and learning environment. Residents include graduate and undergraduate students with families, single and coupled graduate and undergraduate students, visiting scholars, and post-doctoral fellows. We strive to create dynamic housing and dining experiences that enhance personal growth and global engagement by providing the best living and learning experience in higher education.
WORKING AT CSU
Founded in 1870 as the Colorado Agricultural College, Colorado State University is now among the nation’s leading research universities. Fort Collins is an award-winning city located on the Front Range of the Rocky Mountains with the foothills and 14,000-foot peaks visible to residents. Easy access to hiking, skiing, rafting and other outdoor sports is a great advantage to CSU students, faculty and staff.
CSU’s Commitment to Campus offers employees a healthy work-life balance through a wide variety of programs, discounts, and special benefits. This includes Employee Study Privilege (nine free credits per year available through CSU, CSU Global, CSU Online Plus, and University of Northern Colorado), Family Tuition Scholarship Program, Discounted Veterinary Care, Wellness Membership Discounts, Volunteers in Public Schools Leave Program, Athletic Ticket Discounts, and much more! Visit www.facultyandstaff.colostate.edu to learn more about working at CSU.
The position exists to foster and monitor an environment of community for the apartment staff and residents. It serves as the “hub of the wheel” for the distribution of information, communicating policy and answering questions for residents and staff. The residents represent approximately 75 countries which requires the office manager (administrative assistant III) to be familiar with many cultures. It provides an ongoing stability in the community where graduate and undergraduate students serve as managers, associate managers, and community coordinators, and where staff turnover occurs every year. The office manager (administrative assistant III) organizes and runs the office independently with the supervisor for the position located at another office site.
Three years of front-facing customer service experience where duties included database maintenance (design, updates, entry, etc.) and office document creation using computer software/programs.
Appropriate college or university coursework can substitute for ONE year (12 months) of the required experience.
Note: Applicants must attach transcripts to their application in order for the substitution to apply.
The ideal candidate will possess the following knowledge, skills, abilities and other personal characteristics outlined as critical to this position:
- A completed Bachelor’s Degree
- Ability to exercise analytical skills, judgment, and independent decision-making, with minimal supervision
- Experience with administrative processes including an effective methodology for tracking and prioritizing action items, monitoring the progression of projects, and managing complex assignment procedures
- Ability to write a variety of documents such as emails, letters, reports, and other standard office communications
- Demonstrated verbal communication skills with the ability to maintain composure with a professional demeanor with diverse population and customers (e.g. applicants, internal and external partners, etc.)
- Strong customer service and interpersonal skills including the ability to maintain positive interactions as a primary point of contact for Apartment Life
- Supervision experience
- Experience with and knowledge of Microsoft Office Suite programs
- Demonstrated experience working and collaborating with individuals from a variety of cultural backgrounds.
- Demonstrated ability to maintain confidentiality
Essential Job Duties
Job Duty Category New Resident Procedures Duty/Responsibility
- Check-in and orient new residents.
- Place and monitor resident work orders.
- Distribute general policy information to residents and staff via in-person, by phone, email, or door-to-door by creating memos/fliers.
- Evaluate front-line customer service complaints for appropriate response.
- Schedule/monitor the use of the community center.
- Check-in/out equipment.
- Take vacate notices.
- Explain contractual obligations.
- Notify police, fire department, housing safety, and management personnel regarding life-threatening situations, mechanical emergencies, child welfare, domestic abuse, animal control, and environmental issues.
- Listen, diffuse, and refer to appropriate personnel resident emergency complaints.
Percentage Of Time 25% Job Duty Category Resident Questions and Communication Contact Duty/Responsibility
- Resource person answering questions by phone and in-person pertaining to Housing & Dining Services policy, Apartment Life activities, campus & community information while maintaining confidentiality and cultural sensitivity.
- Promote and monitor community environment.
Percentage Of Time 25% Job Duty Category Office Assistants Supervisor Duty/Responsibility
- Interview, hire, train, and schedule office assistants.
- Develop and implement training and office procedures for Community Coordinators, Managers, and relief receptionist.
- Assign and verify completion of work by office assistants.
- Perform word processing, data entry, modification, and creation of office forms.
- Attend training and personal development classes as required.
Percentage Of Time 15% Job Duty Category Resident Confidential Information Keeper Duty/Responsibility
- Create and maintain confidential resident files of assignment and vacate information, financial adjustments, correspondence, disciplinary reports, and inventory forms.
- Accurate tracking of key inventory.
- Issue and monitor parking permits.
- Monitor order and supply publications.
Percentage Of Time 10% Job Duty Category Customer Service Duty/Responsibility
- Provide customer service coverage at the main office front desk area for back-up of front office staff.
- Customer service responsibilities include, but are not limited to: answering questions by phone and in-person, processing paperwork, designing, maintaining, and updating the Apartment Life database and spreadsheets for all apartment residents, etc.
- Assist staff with IT issues, training, and follow-up.
Percentage Of Time 10% Job Duty Category Resident Financial Chairman Duty/Responsibility
- Calculate resident damage charges for manager approval.
- Keep accurate records of all apartment turnover, which includes guest housing, through resident files, check-ins and vacates, online apartment turnover, and monthly statistical reports.
- Update and provide all staff with resident turnover information.
Percentage Of Time 5% Job Duty Category Meeting Attendance Duty/Responsibility
- Attend Management Team meetings with maintenance, environments services, and management staff.
- Co-lead liaison meetings.
- Serve as the main communicator between staff members.
Percentage Of Time 5% Job Duty Category Resident and Required Services Liaison Duty/Responsibility
- Develop resident notification on environmental impacts.
- Coordinate resident notification through email and door-to-door.
- Coordinate pest spraying in apartments with residents, pest control company, and environmental services supervisor.
Percentage Of Time 5%
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.
- 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.
- 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 firstname.lastname@example.org. 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)
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.