What are the responsibilities and job description for the Executive Administrative Assistant position at Colorado State University?
Posting Details
Posting Detail Information
Working Title
Executive Administrative Assistant
Position Location
Fort Collins, CO
Work Location
Position qualifies for hybrid/in-office work
Research Professional Position
No
Posting Number
202500121AP
Position Type
Admin Professional/ Research Professional
Classification Title
Technical/Support II
Number of Vacancies
Work Hours/Week
40
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, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
03/03/2025
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
02/17/2025
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
Commitment to providing excellent customer service to internal and external entities
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
Front office management
Duty/Responsibility
45
Job Duty Category
Purchasing Assistance
Duty/Responsibility
10
Job Duty Category
Facility Management
Duty/Responsibility
25
Job Duty Category
Event Coordination
Duty/Responsibility
20
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 Employment
Pre-employment Criminal Background Check (required for new hires), Valid Driver's License
Search Contact
Sarah Tisdale, 970-491-8360
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.
Posting Detail Information
Working Title
Executive Administrative Assistant
Position Location
Fort Collins, CO
Work Location
Position qualifies for hybrid/in-office work
Research Professional Position
No
Posting Number
202500121AP
Position Type
Admin Professional/ Research Professional
Classification Title
Technical/Support II
Number of Vacancies
Work Hours/Week
40
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, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
- Review our detailed benefits information here.
- Explore the additional perks of working at CSU here
- For the total value of CSU benefits in addition to wages, use our compensation calculator
- Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in
03/03/2025
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
02/17/2025
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
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
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
Front 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
45
Job Duty Category
Purchasing 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
10
Job Duty Category
Facility 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
25
Job Duty Category
Event 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
20
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 Employment
Pre-employment Criminal Background Check (required for new hires), Valid Driver's License
Search Contact
Sarah Tisdale, 970-491-8360
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.
Salary : $55,000 - $59,000
