Administrative Assistant - Dean of Engineering Office

Colorado State University, United States

Updated: over 1 year ago

Location: Fort Collins, COLORADO

Deadline: 18 Oct 2022

Posting Details
Posting Detail Information

Working Title	Administrative Assistant - Dean of Engineering Office
Position Location	Fort Collins, CO 80523
Does this position qualify for hybrid or remote work?	No
Classification Title	Admin Assistant II
Posting Number	202200510P
Position Type	State Classified
Open Date	10/04/2022
Close Date	10/18/2022
Salary	$3,013 - $3,650 Monthly + Full Benefits
Employee Benefits	Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
Full/Part Time	Full-time
State Classified Hourly	No
Overtime Eligible
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 Engineering Dean’s Office Administrative Assistant is a valued team member that reports to the Executive Assistant to the Dean. This position serves as the front desk receptionist, as well as performing a variety of administrative duties and functions in support of the business operations of the office. This position operates and manages the Dean’s Office front desk. They will serve as the main point of contact for public inquiries for WSCOE via phone and in person. The responsibilities of this position include serving as the person responsible for all front-desk facing work by greeting and extending exceptional hospitality to internal and external constituents and providing administrative and operational assistance regarding processes and procedures while fostering productive and professional work relationships. This position performs a variety of support functions, such as providing all reception and intake functions, ensuring that the front desk/reception area is adequately staffed during business hours, ensuring that the front desk, conference rooms, and kitchen are maintained in an orderly fashion; ordering, issuing and inventorying office and kitchen supplies for the office; ordering catering for various meetings; and providing administrative support to the Associate Dean for Research. Professional interaction with internal and external customers and partners is a critical part of this role.
Minimum Qualifications	To be considered for this position, candidates must demonstrate the following in the application document: Two full-time years of general clerical experience
Substitutions
Preferred Qualifications	Highly sought applicants will have many of the following: Experience in a front desk/receptionist or administrative assistant role. Strong work ethic and professionalism. Strong written and verbal communication skills. Commitment to diversity and inclusion. Commitment to providing excellent customer service. Proficiency in Microsoft Office Suite. Experience using Kuali travel and financial system modules. Exceptional interpersonal and communication skills, including the ability to positively interact with staff, faculty, colleagues, and students in a cross functional environment. Ability to proactively manage multiple responsibilities and deadlines simultaneously. Ability to maintain confidentiality for all information regarding faculty, staff, and student records, communications and personnel matters. Outstanding attention to detail, organization, and problem-solving skills. Outstanding enthusiasm for the work of the organization, interpersonal relationship building, and working in collaborative environments. Experience in a public or private higher education environment. Ability to do low level physical labor (i.e., setting up events) Related State service experience

Essential Job Duties

Job Duty Category	Front Desk Reception and Office Operations Support
Duty/Responsibility	Create a welcoming presence for all visitors. Serve as first point of contact for Engineering Dean’s office visitors, providing relevant information or referrals. Ensure the front desk is adequately staffed during business hours. Coordinate with vendors that supply office services or products that we use for ordering, delivery, or maintenance of equipment, supplies or office services. In collaboration with the Executive Assistant to the Dean, implement additional process improvement changes for front desk or administrative service improvements. Update SOP and documents for policies and procedures, workflow documentation and training materials as processes evolve. Order, issue and inventory office and kitchen supplies. Ensure that the front desk/reception area, conference rooms, meeting rooms, and kitchen are clean and maintained in an orderly fashion. Schedule meeting spaces, arrange seating, order, and set up catering as needed. Complete paperwork for surplus returns of equipment or physical goods, when appropriate. Collect and distribute mail delivered to Scott Bioengineering, includes routine mail runs to the Engineering Business Office. Other duties as assigned by the Executive Assistant to the Dean that support the mission, vision, and core values of the Walter Scott, Jr. College of Engineering.
Percentage Of Time	50

Job Duty Category	Administrative Support
Duty/Responsibility	Provide general administrative assistance including calendaring, expense processing and travel support to the Associate Dean for Research. Assist Dean’s Office staff members with general support and special projects, as needed. Examples include scanning, copying, shipping, editing, compiling, filing, research, and various communications and development related projects. Provide administrative support for open position search committees.
Percentage Of Time	50

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.* 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. All status updates for this position will be sent via email from [email protected] , OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications. Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu Equity, Diversity, and Inclusion at Colorado State University The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947). DEPARTMENT CONTACT INFORMATION 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 (970) 491- MyHR(6947).
Conditions of Employment	Pre-employment Criminal Background Check (required for new hires)
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, [email protected] . 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, [email protected] . 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, [email protected] . 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.
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.

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