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Exc Asst to the Asst Vice Pres

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Please see Special Instructions for more details.

Applications will be accepted until the position is filled, but for full consideration please apply by 1/22/2018. Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, e-mail addresses and phone numbers of three professional references. References will not be contacted without prior notification of candidates.

Posting Details

Posting Detail Information

Working Title Exc Asst to the Asst Vice Pres
Research Professional Position No
Posting Number 201800003AP
Position Type Admin Professional/ Research Professional
Number of Vacancies
Work Hours/Week 40
Proposed Annual Salary Range $40,000 - $42,000
Desired Start Date 03/01/2018
Position End Date (if temporary)
Open Posting Date
Open Until Filled Yes
To ensure full consideration, applications must be received by 11:59pm (MT) on 01/22/2018
Description of Work Unit

The Division of Student Affairs (DSA) fosters a campus community that supports students in the development of their unique potential, inspiring them to be active learners, successful graduates, and engaged global citizens. The Division employs approximately 846 full-time and 3440 part-time staff with an annual budget of over $140 million, and as importantly, seeks student affairs professionals of great character, who inspire our students as visionary leaders, and bring with them passion, positivity, and humor to their work and to the campus.

The Office of the Vice President for Student Affairs is the executive management unit for the Division of Student Affairs within Colorado State University. The Division provides an array of academic support and service units for the students within the University, including housing, dining, health services, counseling, student orientation and advising, student life programs and services, student center, bookstore, student government and organizations, recreation center and intramural sports programs. The operation manages a complex set of budgets of over 140 million and manages a staff of over 846 full-time and 3440 part-time/student staff

Position Summary

This Executive Assistant position provides academic and professional support to the Assistant Vice President for Student Affairs with impact across the entire division of Student Affairs. The position provides executive administrative assistance to the Assistant Vice President for Student Affairs in the management of Student Diversity Programs and Services and division- and institution-wide diversity involvement. In addition to providing administrative and project support, the Executive Assistant will serve as a member of the Vice President for Student Affairs office team and work collaboratively with other Executive Administrative Assistants to meet the needs of the office and Division.

Required Job Qualifications

• High school diploma, GED or equivalent and three years’ experience working as an administrative support person in a professional office setting or similar environment;
• Demonstrated attention to detail with strong communication, customer service and organizational skills;
• Demonstrated commitment to diversity and inclusion;

Preferred Job Qualifications

• Bachelor’s Degree;
• Ability to anticipate needs and prioritize tasks;
• Interest in and experience with maintaining website content;
• Experience working directly to provide assistance to senior level management;
• Strong organizational skills and attention to detail;
• Ability to distill and synthesize complex information into succinct meeting notes;
• Strong interpersonal skills and ability to interact well with diverse constituents;
• Experience with and proficiency in using Microsoft Office Suite, particularly Word, Excel, Outlook, OneNote;
• Successful record of working in a professional environment that requires maintaining strict confidentiality;
• Knowledge of Colorado State University resources and processes.
• A working knowledge of Oracle, TMS, TimeClock Plus, Kuali, VistaPlus, AcademicWorks and Advance.

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 Project Support for Assistant Vice President for Student Affairs
Duty/Responsibility

• Act as liaison between the Assistant Vice President for Student Affairs and all internal and external constituents including the Office of the President, Vice Presidents, Directors, Office of the Provost, University Advancement & Development, Deans, Department Chairs, Office of Financial Aid, Admissions and CSU Events;
• Apply knowledge of basic principles, rules, regulations, policies, precedents, other guidelines and objectives to communicate with students, families, university personnel, vendors, and officials from other universities and organizations to answer inquiries and advise constituents regarding student affairs/university concerns;
• Represent and relay decisions and information on behalf of the Assistant Vice President;
• Provide administrative professional support to the Assistant Vice President for Student Affairs in monitoring, researching, communicating, and coordinating responses for the Student Diversity Programs and Services Cluster;
• Responsible for some aspects of onboarding staff hires within the Student Diversity Programs and Services Cluster at the request of the Assistant Vice President for Student Affairs;
• Direct projects delegated by the Assistant Vice President for Student Affairs by designing goals, establishing and revising objectives and time frames, adhering to state and university standards, acting as principal contact person, and ensuring proper administration and implementation;
• Identify and implement systems, policies, procedures, and guidelines within the Division of Student Affairs, as well as within the Office of the Vice President for Student Affairs, to increase efficiency, enhance communications, organization and tracking of issues and documents including the oversight and management of the implementation of these systems and procedures;
• Organize the search process for various higher level searches and serve as administrative support on higher level searches within the division;

Percentage Of Time 35
Job Duty Category Communication, Calendar and Meeting Management
Duty/Responsibility

• Manage the calendars for the Assistant Vice President for Student Affairs;
• Research, analyze, organize, and manage materials to facilitate the Assistant Vice President for Student Affairs in preparation for meetings, travel, and events;
• Develop agendas for meetings chaired by the Assistant Vice President for Student Affairs by tracking, identifying and prioritizing topics and issues;
• Monitor and organize arrangements for all events, retreats, campus meetings, activities, and travel involving the Assistant Vice President for Student Affairs;
• Attend meetings, and distill and synthesize complex information into succinct meeting notes, as requested to represent the Assistant Vice President for Student Affairs and/or to gather information and act as aide to this administrator;
• Prioritize and respond to the daily volume of incoming communications (verbal, written, and electronic including calls, correspondence, visitors, facsimiles, electronic messages, invitations, and various requests) intended for the Assistant Vice President for Student Affairs which entails identifying issues, prioritizing, then appropriately resolving, forwarding, screening, discarding or referring when appropriate; determine appropriate level of confidentiality and being discreet in discerning the true nature of a given situation or issue in order to determine appropriate actions to be taken;
• Plan and prioritize the Assistant Vice President for Student Affairs’ time and schedule specifically with respect to their master calendar in accordance with organizational goals;
• Vet and advise the Assistant Vice President for Student Affairs as to the content and value of potential engagements; prepare and brief the Assistant Vice President for Student Affairs on upcoming activities and deadlines;

Percentage Of Time 35
Job Duty Category Office Team Responsibilities
Duty/Responsibility

• Function as a member of the Vice President for Student Affairs office team to assist with projects as needed, ensure office coverage, answer phones and greet guests, and/or provide support to other administrators in the absence of their assistants;
Provides backup support to office budget/accounting staff in processing payment documents, Travel documents, and Oracle entries;
• Represent and uphold the vision, mission, values, and goals of the University, President and Vice President for Student Affairs Office – includes demonstrating CSU’s Principles of Community – inclusion, integrity, respect, service, and social justice – in professional interactions;

• Manage process for obtaining appropriate document signatures routed through the office and forwarding to appropriate departments.
• Support selection and award distribution processes for Javad Marshall-Fields and Vivian Wolfe Memorial Scholarship, Joan Gaynor Kuder Scholarship and Janet and Allan Eddy Family Scholarship – includes selection committee meeting and interview coordination, applicant tracking and communication, maintenance of current application information on websites, and collaboration with Office of Financial Aid representatives;
• Provide backup support to office budget/scholarship staff with communicating to Division scholarship coordinators, CSU Foundation, and Office of Financial Aid; entering scholarship requests in Academic Works, and following up with scholarship recipients.
• Perform other duties as assigned.

Percentage Of Time 20
Job Duty Category Division of Student Affairs Training and Development Initiatives Communication, Calendar and Meeting Management
Duty/Responsibility

• Plan and prioritize the Talent Manager for Organizational Development’s time and schedule specifically with respect to their master calendar and scheduling of training events
• Manage logistics for training and professional/organizational development events including managing materials, meeting spaces, and participant registration/check-in
• Manage communication functions with committees chaired by the Talent Manager for Organizational Development

Percentage Of Time 10

Application Details

Special Instructions to Applicants

Applications will be accepted until the position is filled, but for full consideration please apply by 1/22/2018. Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, e-mail addresses and phone numbers of three professional references. References will not be contacted without prior notification of candidates.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Kim Okamoto kim.okamoto@colostate.edu
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.

References Requested

References Requested

Minimum Requested 3
Maximum Requested 4

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents