Dean’s Office Manager & Assistant to Associate Deans

Posting Details

Posting Detail Information

Working Title Dean’s Office Manager & Assistant to Associate Deans Position Location Fort Collins, CO Work Location Position is fully in-office/in-person Research Professional Position No Posting Number 202500119AP Position Type Admin Professional/ Research Professional Classification Title Technical/Support II Number of Vacancies 1 Work Hours/Week 40 Proposed Annual Salary Range $50,000 - $55,000 commensurate with experience and qualifications. Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

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Desired Start Date 03/01/2025 Position End Date (if temporary) To ensure full consideration, applications must be received by 11:59pm (MT) on 02/16/2025 Description of Work Unit

Colorado State University is a land-grant institution committed to a 150-year-old mission of access to higher education for the citizens of Colorado and to excellence in teaching, research, and outreach. The campus is located in the city of Fort Collins, the county seat of Larimer County. Fort Collins is a progressive community of approximately 171,000 situated 65 miles north of Denver on Interstate 25. Located at an elevation of 5,000 feet, Fort Collins has a clear, dry climate and generally pleasant temperature throughout the year.

The Walter Scott, Jr. College of Engineering (WSCOE) at Colorado State University (CSU) consists of about 3,000 students enrolled in BS, MS, and PhD programs, 145 tenure-track and non-tenure-track faculty, and over 400 support staff and research scientists.

The Office of the Dean provides administrative support for faculty, staff, and students in the Walter Scott, Jr. College of Engineering. The Office of the Dean serves as the main administrative office for the rest of the University. The office administers all financial, development, research administration, industry outreach activities, communications, facilities, human resources, and travel functions conducted within the college.

Position Summary

The College of Engineering’s Office of the Dean is searching for an Office Manager and Assistant to the Associate Deans who is highly organized, motivated, articulate, and demonstrates the ability to think creatively, analytically, and strategically.

No two days in this job will be alike!

With Minimal Supervision The Incumbent Will

• Greet internal and external visitors and create a welcoming environment for the Dean’s Office.
• Communicate effectively with a broad range of customers including but not limited to faculty, research and professional staff, visiting international scholars and students, university administrators, and students.
• Support the Associate Dean for Research to lead programs and support research operations by working collaboratively with WSCOE departments, the Office of the Vice President for Research, and other entities both internal and external to CSU.
• Assist the Associate Dean for Diversity, Equity, and Inclusion by helping to plan and implement special projects and programming.
• Provide general support to the Associate Dean for Academic Affairs, Assistant Dean for Operations, Executive Director of Development, and the Director of Communications to facilitate completion of special projects, conduct research, and plan and coordinate events, seminars, and/or training sessions.
• Perform a variety of administrative duties and functions in support of the business and research operations of the college.
  
  

The ideal candidate will have the skill and ability to:

• Serve a diverse customer base on a daily basis
• Work independently and complete tasks with minimal supervision
• Adapt to dynamic circumstances and issues
• Prioritize tasks efficiently while managing interruptions
• Balance multiple projects effectively and efficiently
  
  

This is a full-time, 12-month, Administrative Professional position that reports to the Associate Dean for Research.

Required Job Qualifications

To be considered for this position, candidates must demonstrate the following in the application materials:

• Bachelor’s degree
• At least two (2) years of experience in an administrative assistant or support role.
• Experience using Microsoft Office
• Ability and experience taking direction and using independent judgement to coordinate various projects to meet multiple deadlines.
• Ability and experience prioritizing a high volume of work with a high level of productivity and accuracy.
• Outstanding attention to detail, organization, and problem-solving skills.
• Commitment to diversity and inclusion and a demonstrated ability and experience working and communicating with a diverse range of people.
• Outstanding interpersonal skills and independent initiative.
• Demonstrated experience coordinating and managing multiple projects in an organized manner.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality for all information regarding faculty, staff, and student records, communications and personnel matters.
  
  

Preferred Job Qualifications

Highly Sought Applicants Will Have Many Of The Following

• Strong work ethic and professionalism.
• Commitment to, and experience with, providing excellent customer service to internal and external entities.
• Experience using CSU financial, travel and or computing systems such as Kuali Financial System, Talent Management System, or other comparable systems.
• Experience using electronic/virtual meeting software (e.g., Teams, Zoom)
• Willingness to learn new skills for growth within the position.
• Experience in a public or private higher education environment.
• Ability to do low level physical labor (i.e., setting up events)
  
  

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 Assistant to the Associate Dean for Research (RAD) Duty/Responsibility

Administrative Support

• Provide high-level support to the RAD with both administrative duties and professional activities.
• Manage dynamic and complex calendar for the RAD, schedule meetings and anticipate needs, resolve scheduling conflicts, setting them up for success through strong organization and with attention to detail.
• Serve as a liaison between the RAD and other administrators on campus such as Vice Presidents, directors, and other college RADs.
• Work both independently and in coordination with RAD to arrange logistics for meetings, events, and workshops, including completion of required travel authorizations and reimbursements for RAD and guest/visitors, scheduling room reservations, guest arrangements, vendors, food, setting agendas, and disseminating information, and process other routine financial transactions.
• Develop and maintain confidential administrative and academic records, draft sensitive correspondence, and design reports and tables that are time sensitive.
  
  

Academic Support

• Execute student hiring in the RAD’s research laboratory including posting position descriptions on Handshake, completing necessary hiring forms with the WSCOE HR department to set up student employees on payroll, and communicating with student applicants regarding status of their job applications.
• Coordinate yearly grant writing seminar series including obtaining room reservations, creating event registration, creating event promotional flyers, ordering catering, scheduling with faculty, staff, and graduate students, and communicating with external lecturers to coordinate travel, scheduling, Zoom meeting facilitation, and billing.
• Coordinate undergraduate summer research programs including obtaining on-campus housing, creating Handshake job listings posted with multiple universities, creating promotional flyers, communicating with applications regarding the status of their application, completing necessary fellowship payment forms, obtaining meeting room reservations, ordering catering, and scheduling with faculty and graduate students.
• Support research proposal submissions by compiling necessary documentation from key personnel and accounts for on-time delivery.
  
  

Percentage Of Time 45% Job Duty Category Office Management Duty/Responsibility

Administration & Organization

• Oversee day-to-day operations of the office.
• Maintain the office’s standard operating procedure manuals. Recognize when a new or revised procedure would be useful and meaningful to the work unit – design, create, implement, and/or improve office operations and services to result in an organized workflow (i.e. print screens, diagrams, and other technical means).
• Collect and distribute mail delivered to Scott Bioengineering, includes routine mail runs to the Engineering Business Office.
• Other duties as assigned to support the mission, vision, and core values of the Walter Scott, Jr. College of Engineering.
  
  

Communication

• Serve as first point of contact for Engineering Dean’s office visitors, providing relevant information and/or referrals.
• Communicate new procedures to office staff, when applicable.
• Perform responsibilities with a high degree of discretion for handling sensitive and confidential information.
  
  

Events

• Schedule meeting spaces, arrange seating, order, and set up catering for Dean’s Office events and programming.
  
  

Facility & Safety

• Office contact with the building proctor, Telecommunications, Surplus, ACNS, and other University offices in support of facility maintenance, repair, and replacement requests.
  
  

Purchasing & Finance

• Manage inventory supplies and equipment for the office, approve orders.
• Coordinate with vendors that supply office services or products that we use for ordering, delivery, or maintenance of equipment, supplies or office services.
• Process general financial documents for Internal Orders, Disbursement Vouchers, and Purchase Requests in Kuali.
• Compile and submit documentation to Business Office for reimbursements and other Dean’s Office purchases.
• Complete paperwork for surplus returns of equipment or physical goods, when appropriate.
  
  

Scheduling & Support

• Oversee three (3) conference rooms for meeting requests.
• Ensure rooms are well equipped and maintained.
• Assist with or contact correct individual for technical difficulties with equipment.
  
  

Percentage Of Time 30% Job Duty Category Service and Outreach Duty/Responsibility

• Provide service outside the scope of normal job duties, such as committee work, commission and/or council membership, serving as an advisor, coach, collaborator, mentor, or on a task force, community and/or civic engagement, search committee activities, participation in professional organizations to advance the university and/or college’s scholarly and academic reputations, and volunteer (e.g., assist with commencement, conferences, fairs, move-in days, college and university events outside of immediate job responsibilities, etc.).
  
  

Percentage Of Time 10% Job Duty Category Assistant to Associate/Assistant Deans and Directors Duty/Responsibility

• Working directly with each individual leader, provide general support for Associate Dean for Diversity and Inclusion, Associate Dean for Academic Affairs, Assistant Dean, Executive Director of Development, and Director of Communications with general support and special projects as needed, such as conducting research, planning and coordinating events, seminars, training sessions, and various communications and development-related projects.
• Balance the needs of leadership with supporting the RAD and Office Management by setting realistic goals, prioritizing activities, and proactive ongoing communications.
  
  

Percentage Of Time 15%

Application Details

Special Instructions to Applicants

To apply, please upload a cover letter that specifically addresses the minimum required and preferred job qualifications, a resume, and the contact information for three professional references. References will not be contacted without prior notification to candidates.

For full consideration, please submit your application by 11:59 PM (MST) on February, 16, 2025.

This posting will remain open until filled, however for full consideration, applications must be received by 11:59 PM (MST) on February, 16, 2025.

CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.

Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires) Search Contact Laurel Donahue: laurel.donahue@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/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University 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 and equal access institution and 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 Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu.

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, oeo@colostate.edu.

Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.

Background Check Policy Statement

Colorado State University 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 for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also 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 (*).

Applicant Documents

Required Documents

• Cover Letter
• Resume
  
  

Optional Documents