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Administrative Assistant

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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Please see Special Instructions for more details.

For full consideration, please apply by 09/17/2017 with a cover letter addressing the required and preferred qualifications, resume and 3 professional references with contact information. References will not be contacted without prior notification of candidates.

Posting Details

Posting Detail Information

Working Title Administrative Assistant
Research Professional Position No
Posting Number 201700678AP
Position Type Admin Professional/ Research Professional
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range $35,000-$37,000
Desired Start Date 10/09/2017
Position End Date (if temporary)
Open Posting Date 08/30/2017
Open Until Filled Yes
To ensure full consideration, applications must be received by 11:59pm (MT) on 09/17/2017
Description of Work Unit

The Academic Advancement Center (AAC) is a federally grant-funded U.S. Department of Education TRIO Student Support Services (SSS) program at Colorado State University. The AAC provides comprehensive programs and support to students from low-income, first-generation, and disability backgrounds to ensure success in their transition, persistence, and graduation. Services include academic coaching and advising, tutoring and academic success strategies, financial literacy instruction, graduate school preparation, and career counseling. The AAC is a department within the Division of Student Affairs, which provides a wide array of student services and programs for the entire student population, and is a unit of the Academic Cluster.

Position Summary

The Program Assistant is a 12-month, full-time professional staff member in the TRIO Student Support Services Academic Advancement Center project, and reports directly to the Director of the Academic Advancement Center. This position is responsible for providing the program with administrative, technical, and organizational expertise, including managing the project budget, financial accounting processes, and purchasing, and human resource functions. The Administrative Assistant serves as search support, Talent Management System Initiator, and Talent Manager System Applicant Manager for the AAC. In addition, this position provides on-going support for special projects initiated by the director, assistant director, and program coordinators; assists in recruitment and selection of program participants; and supervises the Front Desk student staff.

Required Job Qualifications

Minimum of three years full-time office work experience, including managing financial accounting processes and purchasing, and human resource functions

Demonstrated attention to detail with strong communication and organizational skills and dedication to completing projects in a timely manner

Computing skills including MS Excel, Access, or other database programs, and internet applications

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

Preferred Job Qualifications

Bachelor’s degree

Experience managing financial budget tracking, expenses, purchases and create and approve financial documents through CSU financial systems

Evidence of strong organizational and planning skills and ability to complete multiple tasks in a busy environment

Experience hiring, training, and evaluating personnel

Diversity Statement

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

Essential Duties

Job Duty Category Administrative Support
Duty/Responsibility

Manage and monitor project budget and financial accounting processes

Reconcile budget monthly and provide monthly and annual analysis forecasting year end balances

Ensure compliance of federal regulations and institutional policies

Manage office purchasing by completing purchasing documents, reallocating PCard purchases, creating purchase requisitions and orders

Collaborate with CSU departments including Facilities, Key Desk, Telecom, Transportation, Academic Computing & Networking Services, Worker’s Compensation, the VPSA and other departments for IT and technology support such as the Career Center and Assistive Technology)

Coordinate and provide on-going support for special projects initiated by the director, assistant directors and program coordinators, including the federal annual performance report, participant data analysis and grant proposal writing

Manage and support the recruitment, identification, and selection plan for the project as specified in grant proposal

Follow up with each applicant (ensure that the application is complete with required documentation, schedule interview with a Retention Specialist, etc.)

Manage applicant tracking for fall and spring cohorts

Percentage Of Time 70%
Job Duty Category Personnel Management
Duty/Responsibility

Serve as search support, Talent Management System Initiator, and Talent Manager System Applicant Manager for the AAC

Process all new staff members (professional and student staff) through the Oracle system and monitor work schedules through Time Clock Plus

Hire, train, supervise and evaluate Front Desk Receptionist student staff

Interpret student employment guidelines to enable students to be paid correctly and on time.

Percentage Of Time 25%
Job Duty Category Other
Duty/Responsibility

Perform other duties as assigned by Director, Assistant Director, and Retention Specialists

Percentage Of Time 5%

Application Details

Special Instructions to Applicants

For full consideration, please apply by 09/17/2017 with a cover letter addressing the required and preferred qualifications, resume and 3 professional references with contact information.

References will not be contacted without prior notification of candidates.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Rachel Martinez Rachel.I.MARTINEZ@colostate.edu Ph: 970-491-3551
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 Executive Director of Human Resources and Equal Opportunity, 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.

References Requested

References Requested

Minimum Requested 3
Maximum Requested

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have the minimum three years office work experience, including managing financial accounting processes and purchasing, and human resource functions, or equivalency?
    • Yes
    • No
    • Maybe

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents