Assistant to IDRC Directors

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
21 Apr 2018
End of advertisement period
19 May 2018
Ref
55578
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

The Infectious Disease Research Center provides a safe, secure, state of the art facility for university investigators, government scientists and industry representatives to collaboratively research the basic biology, biochemistry, molecular biology and epidemiology of bacteria and viruses that cause human and animal diseases. The Center provides the highest quality research environment for developing new scientific discoveries, vaccines, methods of diagnosis, and therapeutic agents for infectious agents. Colorado State University is among the world’s leaders in researching West Nile Virus, drug-resistant Tuberculosis, Yellow Fever, Dengue, Hantavirus, Plague, Tularemia and other diseases.

Position Summary

This position is fundamental to the efficient operation of the IDRC as the Executive Administrative Assistant supporting the 5 Directors of the IDRC (Executive, BioMARC, and three Associate Directors). The position will manage the Directors’ schedules, communications, travel arrangements, conference rooms, and provide exceptional customer service. On a routine basis, the position will exercise initiative while working professionally with all team members and stakeholders. Other aspects of the job include anticipating and addressing concerns and responding to requests for information, being an integral part of necessary notifications through a myriad of venues including blast emails and monitors, and organizing and maintaining confidential files, records and directories, protocols and e-files. This position will support the IDRC Management team and assist with keycard logging, on-boarding, off-boarding, employee hires, TimeClock Plus management, and be the point person for the IDRC administrative needs. The position will support the management and tracking of a wide variety of initiatives and projects. The IDRC is a compliance environment, therefore confidentiality and willingness to learn and obtain necessary training is essential.

Required Job Qualifications

  • Bachelor’s degree in Business Administration or related field, Liberal Arts, or any science-related field.
  • Minimum of 3 years relevant professional experience in an administrative/clerical support role .
  • High level of computer proficiency (MS Office Suite, Visio) and troubleshooting with video equipment such as Skype connectivity, Life size.
  • Demonstrated ability to work successfully and positively in teams.
  • Excellent customer service skills with demonstrated professionalism and confidentiality.

Preferred Job Qualifications

  • Ideal candidate will be a dedicated professional with experience working in a University work setting and work familiarity with Colorado State University systems to include Kuali, Oracle, TEM, TMS.
  • Individual should have good judgment, flexibility, common sense, attention to detail, commitment to working as part of team, and have a positive outlook. -Knowledge of the overall mission of the Infectious Disease Research Center, Colorado State University, and laboratory environments is also highly desirable.
  • Ideal candidate must be able to work professionally with all levels of the team and stakeholders and will also have the ability to excel and be flexible in a fast-paced environment.

Diversity Statement

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

Job Duty Category Executive Administrative Management Duty/Responsibility

  • Provide assistance and support for the Executive Director, BioMARC Director, and three Associate Directors, and the IDRC operations team.
  • Secure background materials and other information to facilitate the Directors’ work.
  • Advise and alert the Management team of high priority meetings and action items and manage daily schedule flow and calendars.
  • Be the point of contact for the IDRC customer service and be the primary point of contact for all conference room reservations at IDRC, assisted by supervised student hourly employees.
  • Manage meeting arrangements, catering and special needs.
  • Assist Management/Leadership team in crafting local IDRC policies and protocols on a variety of operational and administrative issues.
  • Be aware of what is going on for key personnel and events. Troubleshoot real time with building proctor for any on site issues.
  • Serve as the primary point of contact for all meetings including after hours meetings, prepare agendas, schedule meetings and receive rsvp for key meetings. Take notes and distribute meeting minutes as directed by Management team.
  • Effectively manage and track initiatives and projects for the Management team.
  • Manage and track agenda items and ensure that they are brought forward as needed.
  • Help with development, maintenance and distribution of documentation, flow charts, protocols and maintain organized paper and e-file systems.
  • Coordinate with external visitors their needs to include parking, catering, adapters for presentations, ensure the Life Size video conferencing is properly working. Facilitate any needs for the presenter or the conference room users.
  • Process travel and resolve travel situations—be available for domestic and international travel support when Management team is out of town. Enter travel in TEM/Kuali system.
  • Work with stakeholders, EHS, key desk, Biosafety, and other central CSU entities as needed. When appropriate, facilitate with DMIP for their staff.
  • Other duties as assigned.

Percentage Of Time 50 Job Duty Category RIC Tenant Coordination Duty/Responsibility

  • Be the point person for the IDRC administrative needs for the RIC tenants such as IDRC related associate guest and affiliate EID’s, background checks, on-boarding and off-boarding, data entry, interfacing with EHS and CSURF.
  • Manage copier, fax, telecom, and all network conductivity issues and facilitate as appropriate with campus entities.

Percentage Of Time 15 Job Duty Category Operations Oversight Duty/Responsibility

  • Assist with building security issues such as issuing keycards and document processing.
  • Be welcoming to visitors and staff every day. Provide positive attitude and excellent customer service for the IDRC.
  • Embrace interruptions, be helpful and pleasant with all. Immediately engage with all non-staff members who enter the office area.
  • Proactively resolve issues relating to deliveries, mail, meeting spaces and visitor needs.
  • Develop and maintain a robust network of resources both internal and external to CSU to call upon quickly to resolve issues. Keep the Management team informed as necessary.
  • Maintain a current IDRC Directory of occupants.
  • Maintain and update Handbooks yearly or more often as necessary
  • Maintain the IDRC monitors and send blast emails as appropriate and requested by the Directors.
  • Be the point person for mail and deliveries, and handle and/or facilitate any copier issues, fax machine, telecommunications, skype, and conference room equipment.
  • Front desk back-up as needed.

Percentage Of Time 15 Job Duty Category IDRC HR Transactional Liaison Duty/Responsibility

  • Serve as transactional HR liaison for the IDRC. Manage all aspects of IDRC human resource tasks, including new hires, on-boarding and off-boarding, TimeClock Plus oversight, and ensure that all elements are completed.
  • New hires: TMS system, new position creation, position description development, pool development and management, TimeClock Plus oversight, leave and overtime approvals as needed.
  • Manage performance reviews and Oracle entry.
  • IDRC related associate guest and affiliate EIDs.
  • Maintain confidentiality and be the point person for background checks.
  • Workers Compensation designated Departmental person and ADA issues.

Percentage Of Time 15 Job Duty Category Event Management Coordination Duty/Responsibility

  • Serve as the primary point of contact for all IDRC events including after hours events.
  • Develop and maintain mailing lists, develop, distribute and track invites and registrations.
  • Manage catering, rental equipment and venue set-up and take-down. Facilitate with internal and external entities all aspects of the event.
  • Understand event protocols and hosting, tables cleared, room set-up, catering items, facilitate necessary help – central facilities for containers as needed.

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.

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).

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.