Executive Administrative Assistant

Posting Detail Information

Working TitleExecutive Administrative Assistant

Position LocationFort Collins, CO

Work LocationPosition qualifies for hybrid / in-office work

Research Professional PositionNo

Posting Number202500121AP

Position TypeAdmin Professional / Research Professional

Classification TitleTechnical / Support II

Number of Vacancies

Work Hours / Week40

Proposed Annual Salary Range$55,000-59,000

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, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

Review our detailed benefits information here. (https : / / hr.colostate.edu / wp-content / uploads / sites / 25 / 2021 / 01 / benefits-summary-afap.pdf)

Explore the additional perks of working at CSU here.

For the total value of CSU benefits in addition to wages, use our compensation calculator (https : / / hr.colostate.edu / total-compensation-calculator / ) .

Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https : / / hr.colostate.edu / prospective-employees / our-community / ) !

Desired Start Date03 / 03 / 2025

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11 : 59pm (MT) on02 / 17 / 2025

Description of Work Unit

The Department of Atmospheric Science at Colorado State University is a large academic and research department in the Walter Scott, Jr. College of Engineering. We currently have 23 faculty members, eighty graduate students, over seventy full-time researchers and postdoctoral fellows, and an outstanding and dedicated support staff, that comprise one of the most research-active units at the university. The department conducts more than $14M in externally sponsored research each year and is nationally ranked near the top of its field.

Position Summary

The Department of Atmospheric Science ( ATS ) is an internationally recognized academic graduate program and a world-class intensive research department. This position exists to provide structured administrative support critical to the operation of this department and serves as the first point of contact for all internal and external visitors to the department. The individual in this position provides administrative support and operational oversight for faculty, staff and students with regards to the essential job duties listed below. In addition, they provide assistance to the graduate adviser / assistant to the department head, travel / purchasing unit, and research project management as needed.

Required Job Qualifications

B.S. or B.A. degree as well as two years of clerical service;

Experience using Microsoft 365, including Outlook (mail, calendaring and shared calendars), Teams, PowerPoint, Word, and Excel

Strong interpersonal skills, and strong communication skills, both written and verbal

Experience interacting with people of diverse backgrounds

Preferred Job Qualifications

Commitment to providing excellent customer service to internal and external entities

Experience working in higher education

Experience using CSU financial, travel and computing systems such as Kuali Financial System or other comparable systems

Experience using electronic / virtual meeting software (e.g., Teams, Zoom)

Ability to do low level physical labor (i.e., setting up events)

Willingness to learn new skills for growth within the position

Essential Duties

Job Duty CategoryFront office management

Duty / Responsibility

First point of contact for all external and internal customers both in person and over the phone

Distribute mail and email persons receiving packages; assist with shipping needs

Schedule & modify room reservations

Maintain department office equipment, coordinate service contracts and calls, basic maintenance including poster printer, fax machine, printers, and copiers

Serve as the department fleet manager, the point of contact for motor pool on topics including but not limited to monthly billings, registration renewals, fuel cards

Serve as the department property manager :

Handle loan and inventory of assets using Kuali

Surplus equipment, supplies, and furniture using the CSU EACR system

Monitor and purchase at their discretion necessary supplies for 1st, 2nd, and 4th floor dept. break room resources (coffee, cups, filters, sugar, water, paper towels, etc.) as well as for classrooms

Supervise student hourlies hired to assist with department needs

Assist in onboarding new employees :

Ordering keys and nameplates

Update appropriate listservs and directories

Ensure keycard access to buildings

Provide back up support to graduate adviser

Additional duties as assigned

Percentage Of Time45

Job Duty CategoryPurchasing Assistance

Duty / Responsibility

Process monthly procurement card reallocations

Assist with purchasing and internal orders using Kuali

Serve as point of contact for Verizon cell mobile communications devices and services

Provide assistance as needed to the travel and purchasing unit during their high-volume periods

Percentage Of Time10

Job Duty CategoryFacility Management

Duty / Responsibility

Order, transfer and return keys, resolve non-working key issues and issues with the C-Cure electronic key access system; monitor the use of keys in the master key box

Assist in unlocking and locking the buildings at the Atmospheric Science campus on business days

Building proctor for the department

Serve as point of contact for facilities issues / requests

Send out facilities notifications to department as necessary

Assist with facilities-related projects in the department

Assist with space management :

Assign spaces and monitor movement for all five Atmospheric Science buildings in coordination with Business Manager

Assist with decision making and workflow during remodeling projects

Communicate remodel schedules with department

Percentage Of Time25

Job Duty CategoryEvent Coordination

Duty / Responsibility

Coordinate colloquium needs including set-up / clean-up as well as announcements

Support for department events :

Room arrangements, beverage / food set-up and clean-up, and purchasing of any other needed items such as award plaques

Support for bi-annual faculty retreats

Percentage Of Time20

Application Details

Special Instructions to Applicants

Please submit a cover letter that specifically addresses the minimum and preferred requirements for this position, a current resume, and the contact information for three professional references. References will not be contacted without prior notification to candidates.

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 EmploymentPre-employment Criminal Background Check (required for new hires), Valid Driver’s License

Search ContactSarah Tisdale, 970-491-8360

Colorado State University ( CSU ) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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 Requested3

Maximum Requested3

Supplemental Questions

Required fields are indicated with an asterisk (

Do you have a valid driver’s license or the ability to obtain a driver’s license, or have access to a licensed driver, by the employment start date?

Applicant Documents

Required Documents

Cover Letter

Resume

Optional Documents

Salary : $55,000 - $59,000