Administrative Assistant

Colorado State University
Fort Collins, Colorado, United States
14 May 2018
End of advertisement period
11 Jun 2018
Contract Type
Full Time

Description of Work Unit


Colorado State University, located in Fort Collins, Colorado (approximately 65 miles North of Denver), is situated on nearly 5,000 acres of land, including the main campus, a foothills campus, an agricultural campus, and a mountain campus (Pingree Park).

Colorado State University also has 4,600 acres for research centers, Cooperative Extension offices, and Colorado State Forest Service stations.

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 is one of the state’s most important economic growth engines and a cornerstone of Colorado’s economic future.


You can see Colorado State University’s influence in every corner of the globe. Whether it’s life-bringing irrigation systems in Egypt, high-yield wheat varieties in Europe, climate-change research in Antarctica, or our translational research that’s helping cure cancer in animals and humans, CSU’s discoveries are making the world a better place.


Founded in 1870 as the Colorado Agricultural College, Colorado State University is one of the nation’s premier research universities routinely highlighted in national rankings recognizing top universities and programs. With more than 150 programs of study in eight colleges, Colorado State University offers a world-class education. Academic programs at CSU are among the best in the nation in quality, innovation, and achievement, with internationally known programs in infectious disease, agriculture, cancer research, atmospheric science, sustainability and clean energy, and much more.

Position Summary

Colorado State University looks for applicants with a combination of knowledge, skills, abilities, and personal traits that include:

  • Strong work ethic
  • Productivity
  • Professionalism
  • Customer focus
  • Teamwork and collaboration skills
  • Problem-solving and critical thinking skills
  • Technical skills
  • Interpersonal skills
  • Communication skills

This Administrative Assistant II position results in a campus-wide Eligible List that will be utilized to fill positions for various departments across the Colorado State University campus. This Eligible List is typically active for up to 6 months.

This position provides office services by performing administrative tasks related to policies, procedures, systems, and projects.

Essential Job Duties include but are not limited to:

Customer Service and Coordination

  • Greet and direct all visitors including vendors, clients, prospective employees, students, faculty, and staff
  • Answer incoming calls and respond to inquiry or direct to appropriate contact
  • Ensure completion of guest sign-in and security procedures
  • Contribute to a team effort by taking initiative to assist others during periods of increased workload
  • Coordinate between departments and operating units in resolving day-to-day administrative and operational problems
  • Schedule and coordinate schedules, meetings, interviews, travel, and other similar activities
  • Prepare meeting minutes, meeting notes, and internal support materials
  • Address all employees concerns in accordance with company policies and government regulations
  • Coordinate event planning activities (i.e. venue, staffing, catering, set-up, clean-up, speaking arrangements, marketing and communications, lodging, transportation)
  • Create and revise systems and procedures by analyzing operating practices, record-keeping systems, forms control, and budgetary and personnel
  • Implement change management initiatives for efficient office operations
  • Maintain College/ Department/ Division website

Office Services

  • Sort and distribute incoming and outgoing mail/ packages; operate manual and electronic mailing equipment; interact with internal and external couriers
  • Manage inventory of assets and supplies (i.e. source for suppliers (vendors), manage invoices, anticipate supply needs, place and expedite orders, verify receipt of supplies requirements and then implement changes
  • Ensure operation of equipment by completing preventive maintenance requirements: call for repairs; maintain equipment inventory, and evaluating new equipment and techniques
  • Perform multifaceted general office support

Data Entry and Document Preparation

  • Input information quickly and accurately from a variety of sources into a computer database
  • Create, process, and track purchase orders
  • Prepare financial data reports for budget planning and implementation
  • Perform desktop publishing including design, layout, and editing of program documents
  • Prepare business correspondence (i.e. technical papers, spreadsheets, department documents, presentations, scientific papers) typically using Microsoft Office Suite: Word, Excel, PowerPoint, Access, Publisher, Outlook, Adobe Acrobat

Minimum Qualifications

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


College or University course work may substitute for the experience on a year-for-year basis. (30 credits = one year of experience.)

Note:Official or unofficial transcripts are required to confirm course work and/ or degree for use of the substitution.

Preferred Qualifications

Superior skill performance in the following:

  • Microsoft Excel
  • Proofreading
  • Data Entry (speed with accuracy)
  • Administrative Support
  • Interpersonal relationship and Customer Service
  • Verbal and Written Communication
  • Financial software

Demonstrated experience in the following:

  • Event Planning
  • Microsoft Word, Outlook, PowerPoint, Access and Publisher and/ or other data processing, presentation, and/or desktop publishing software

Special Instructions to Applicants


  • 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

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.