Administrative Assistant

Colorado State University

North America , USA

Administrative

Ending On: 05 Dec 2019 Closed

Keyskills

Job Description

We are looking for Administrative Assistant

Education:

Employment: Full-Time

Requirements: Salary: Competitive
Location: Fort Collins, CO, USA
Apply Now

Posting Detail Information

Working Title
Administrative Assistant

Position Location
Fort Collins, CO

Research Professional Position
No

Posting Number
201901034AP

Position Type
Admin Professional/ Research Professional

Number of Vacancies

Work Hours/Week
40

Proposed Annual Salary Range
50,000 - 55,000

Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on
11/24/2019

Description of Work Unit

This work unit exists to provide academic vision and leadership to fulfill the land-grant mission of Colorado State University. To chart CSU's course to the forefront of excellence, the Office will articulate, communicate and facilitate the development of fundamental values basic to the University's mission and administer academic programs and policies with the utmost respect for and attention to our constituent's needs.

Position Summary

As part of the Provost Executive Vice President's Office, this position has responsibility for a broad range of duties with primary focus on administrative assistance for the Vice Provost for Undergraduate Affairs. As such, the successful individual will be an advocate and positive representative of the Provost/Executive Vice President's Office when interacting with personnel from colleges and units across campus on behalf of the Vice Provost for Undergraduate Affairs but will have limited contact with students.

Required Job Qualifications

• Bachelor's degree plus three years of experience working in an office setting, providing administrative support to senior level management (Department Head/Chair or above)
• Demonstrated ability to generate written communication in a professional, concise, and accurate manner.
• Demonstrated proficiency using Microsoft Office Suite; specifically Outlook, Word, Excel, and PowerPoint
• Demonstrated proficiency using technical/financial systems (e.g., Kuali Financial Systems, Peoplesoft, etc.)
• Demonstrated organizational skills including managing and prioritizing multiple deadlines and projects

Preferred Job Qualifications

• Demonstrated knowledge of higher education resources and processing
• Demonstrated ability to effectively collaborate with diverse constituents using clear written, verbal, and interpersonal communication skills
• Successful record of maintaining strict confidentiality and demonstrating professionalism
• Working knowledge of Human Resource Information Systems (Oracle and Talent Management System
• Working knowledge of the Curriculum Management System

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
Calendar and Meeting Management

Duty/Responsibility

• Maintain and prioritize the calendar and schedule for the Vice Provost for Undergraduate Affairs.
• Advise Vice Provost as to content and value of potential engagements.
• Prepare and brief the Vice Provost on upcoming deadlines.
• Research, analyze, organize, and monitor materials to facilitate Vice Provost's preparation for all meetings, events, activities, and travel.
• Prepare and distribute agendas for meetings chaired by the Vice Provost by tracking, identifying and prioritizing the most urgent topics and issues.
• Attend meetings as requested to represent the Vice Provost and/or to gather information and provide staff support such as taking minutes.

Percentage Of Time
35

Essential Duties

Job Duty Category
Assist with Vice Provost Projects

Duty/Responsibility

• Direct projects delegated by the Vice Provost 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. Convey crucial timeline information and follow-up as needed to assure completion of projects and reports.
• Develop, implement and maintain filing and record tracking systems to facilitate document storage and retrieval for Vice Provost documents and communications.
• Identify and implement systems, policies, procedures, and guidelines to increase efficiency, enhance communications, organization and tracking of issues.
• Assist the Vice Provost in preparation of reports for the Colorado Commission on Higher Education (CCHE).
• Process applications required for discretionary scholarships.
• Receive nominations and organize selection committee meetings for various Provost Office awards. Order plaques and have checks prepared.
• Track active and pending issues and items on the Vice Provost's behalf.
• Work with Institutional Research, Planning and Effectiveness to secure relevant data and facilitate preparation of data presentations.
• Plan events as requested including arranging venue, seating, catering/food purchase, guest list, and information technology needs.
• Arrange travel and prepare appropriate travel documents for reimbursement.
• Utilize P-card to make purchases for meetings and other official business needs.
• Provide support for Student Success projects as needed.

Percentage Of Time
35

Essential Duties

Job Duty Category
Communication on Behalf of the Vice Provost

Duty/Responsibility

• Maintain strict confidentiality.
• Act as liaison between the Vice Provost and all internal and external constituents including assistant/associate deans, directors, direct reports, parents, and students.
• Apply knowledge of basic principles, rules, regulations, policies, precedents, other guidelines and objectives to communicate with students, university personnel, vendors, and officials from other universities in dealing with discretionary scholarships, submission and reporting requirements for the CCHE, and questions of a more general nature from constituents.
• Represent and relay decisions on behalf of the Vice Provost if requested

Percentage Of Time
25

Essential Duties

Job Duty Category
Office Team Responsibilities

Duty/Responsibility

• Function as a member of the Provost's Office team to assist with office projects as needed; answer phones and greet guests as needed; ensure office coverage and/or provide support to the other Administrators in the absence of their assistants.
• Ensure adequate office coverage at all times.
• Supervise one state classified employee (Administrative Assistant III).
• Collaborate with the Provost's Executive Assistant to establish or revise Office policies and procedures.
• Collaborate with the Provost's Executive Assistant to maintain a collegial and welcoming environment in the Provost's Office.
• Represent and uphold the vision, mission, and values of the Provost's office and the University.
• Perform other duties as requested.

Percentage Of Time
5

Application Details

Special Instructions to Applicants

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 contact information for three (3) professional references. References will not be contacted without prior notification of candidates. Apply by 11/24/2019 for full consideration.

If you have questions, please contact search chair Kirsten Slaughter-Rice (k.slaughter-rice@colostate.edu)

Conditions of Employment
Pre-employment Criminal Background Check (required for new hires)

Search Contact
Kirsten Slaughter-Rice; k.slaughter-rice@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 Acting Title IX Coordinator is the Assistant Vice President for Student Affairs, 201 Administration Building, Fort Collins, CO. 80523-8004, (970) 491-5312.

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
3

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ *
Have you used clear interpersonal communication skills to effectively collaborate with diverse constituents in a current or past position providing administrative support to senior level management?

+ Yes

+ No

+ *
Have you maintained strict confidentiality and discretion and demonstrated professionalism in a current or past position providing administrative support to senior level management?

+ Yes

+ No

Applicant Documents

Required Documents

+ Cover Letter

+ Resume

Optional Documents

Key Responsibility

Company Profile

Contact for any query

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