Research Seminar Coordinator

Posting Details

Posting Detail Information

Working Title Research Seminar Coordinator Position Location Fort Collins, CO 80523 Work Location Position is fully in-office/in-person Type of Position Full-time Classification Title Admin Assistant III Posting Number 202500020P Position Type State Classified Open Date Close Date 03/19/2025 Salary $4,154 - $4,985 Monthly Employee Benefits

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State Classified Hourly No Description of Work Unit

The Department of Chemistry has an international reputation for excellence in research across a broad array of disciplines, including analytical, biological, inorganic, organic, materials and physical chemistry. Ph.D. graduates receive world-class training, participate in cutting-edge (and often interdisciplinary) research projects, and are employed at all levels of academia and industry around the globe. The faculty also enjoy an award-winning reputation for teaching excellence. Undergraduate students benefit both from access to this classroom expertise and from a long tradition of substantive undergraduate participation in research. The Department’s research efforts are supported by a state-of-the-art Analytical Resources Core that provides 24/7 student access to shared instrumentation.

Position Summary

This position coordinates the research seminar program for all divisions in chemistry in the fall and spring semesters. Coordinates the summer Research Experiences for Undergraduates (REU) program as well as research opportunities for undergrads during the school year and industrial recruitment. This position performs clerical duties for faculty, staff, and students in the department. Provides support for the main office including front desk coverage and preparation and submission of documentation for foreign nationals.

Minimum Qualifications

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

Experience Only

Three (3) years of general clerical/administrative support experience in an office setting.

OR

Education And Experience

A combination of related education and/or relevant clerical/administrative support experience equal to three (3) years

• Please note, unofficial or official transcripts must be attached with this application
  
  

Preferred Qualifications

Substitutions Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Directly related state service experience.
• Two (2) or more years of clerical or administrative assistant experience at an institution of higher education.
• Knowledge of and experience with computer platforms, such as CSU systems: Kuali Financial System, ARIESweb, and KFS-TEM travel system.
• Event planning, coordination and outreach experience.
• Ability to use excellent communication skills, both verbal and written, to prepare professional correspondence and present or explain information about the department.
• Ability to work collaboratively to promote a positive team environment and provide excellent customer service.
• Ability to demonstrate well developed organizational skills and focus on details.
  
  

Essential Job Duties

Job Duty Category Seminar Coordinator Duty/Responsibility

• Lead the coordination of the Department of Chemistry’s research seminar program, which includes collaboration with all divisions and additional special department seminars.
• Reserve appropriate classrooms, arrange refreshments, and coordinate guest speaker lodging and transportation.
• Create and post hard-copy and electronic seminar announcements.
• Create a meeting schedule for appointments with faculty.
• Prepare travel authorization and reimbursement documents for guest speakers.
• Provide meeting support when appropriate.
  
  

Percentage Of Time 35 Job Duty Category Curricular Program Support Duty/Responsibility

• Serve as department scheduler, assisting the Associate Chair with all aspects of the class schedule, teaching assignments, room reservations for courses, exams, ensuring evening exam criteria are met, recitations, and final exams.
• Enter class schedule into CSU’s online system, review to ensure all changes submitted have been made by Classroom Scheduling. Schedule department-controlled rooms as needed.
• Submit faculty and graduate student teaching assignments and effort percentages.
• Determine credit to ensure the accuracy of student credit hour assignments, and percentage of effort for faculty teaching assignments.
• Assign students to instructors for variable credit courses to ensure proper teaching credit and grade assignment.
• Communicate to faculty the university grade submission deadlines and processes;
• Serve as the primary contact for the Registrar’s Office regarding missing grades.
• Monitor University Curriculum Committee activities, checking in with the Associate Chair keeping them aware of chemistry-related issues and to ensure they are properly processed and implemented.
• Generate General Catalog draft for the Associate Chair to review and edit; submitting updates as needed to the electronic General Catalog database.
• Ensure undergraduates have completed all department requirements for engaging in research-related credits.
• Maintain, update, and communicate about various curriculum-related documents, including syllabi, tutor lists, and final research supports for accreditation reports.
• Order Major Field Tests for senior capstone course; submit, download, and compile reports to send to course instructor and Assistant to the Chair; maintain records of exam outcomes for use in accreditation and University reports.
• Run and review reports for accuracy such as Course Credit Reassignment Summary, Course Detail by Department; semester course reports from the Office of Institutional Research, Planning and Effectiveness for use with internal and external entities.
  
  

Percentage Of Time 35 Job Duty Category Department Support Duty/Responsibility

• Maintain appointment calendars for scheduling meetings, seminars, travel, etc.
• Perform a variety of clerical duties in support of the department, including:
• Provide backup support processing travel requests during busy times;
• Assist students, parents and visitors with inquiries and information by phone, in person, or via email;
• Assist with gathering data for various surveys and reports;
• Assist in planning and coordination of department events;
• Provide backup support for other administrative assistant staff as needed.
• Provide administrative support to graduate student programs during graduate coordinator absences or during high volume times.
  
  

Percentage Of Time 20 Job Duty Category Undergraduate Research Program Support Duty/Responsibility

• Coordinate the summer REU program. Screen/direct email and phone inquiries and inform of the program information. Monitor application database to ensure applications are complete. Send offer, denial, and other program correspondence to applicants. Coordinate and schedule meetings, events, housing, travel reimbursements and stipend payments for participants. Research, interpret and apply knowledge of NSF and University policies and guidelines to ensure compliance and applicant eligibility.
• Coordinate the recruitment of undergraduates in research positions. Create and communicate a process for undergraduate students and faculty to match and correspond. Support hiring efforts, create messaging and awareness for the program and update processes as needed.
  
  

Percentage Of Time 10

Application Details

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

• Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
• Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.
• The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.
• Applicants may redact information from this initial application that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.
  
  

INCOMPLETE APPLICATIONS

• If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
• An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
• An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
• Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.
  
  

RESUMES

• When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
• Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
• Please see the Required Documents section of the posting.
  
  

NOTES

• Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.
• The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
• Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu
• All status updates for this position will be sent via email from human.resources@colostate.edu, hr_ta@colostate.edu, OR the TA Team Member facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  
  

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:

• Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.
  
  

Department Contact Information

Human Resources – Talent Acquisition Team, at hr_ta@colostate.edu or call (970) 491- MyHR(6947).

Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.

All other inquiries should be directed to the Colorado State University Human Resources Office at HR_Service_Center@colostate.edu or (970) 491- MyHR(6947).

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

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.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you willing and able to submit to a pre-employment background check that may include, but is not limited to, criminal history, national sex offender search and motor vehicle history as a condition of hire?
• Yes
• No
• Please describe your event and travel planning and coordination experience in detail: (Open Ended Question)
  

Applicant Documents

Required Documents

• Resume
• Cover Letter
  
  

Optional Documents

• Unofficial Transcripts
• Official Transcripts