Administrative Coordinator, Translational Medicine Institute

Colorado State University, United States

Updated: about 1 year ago
Location: Fort Collins, COLORADO
Deadline: 30 Jan 2023

Posting Details
Posting Detail Information


Working Title Administrative Coordinator, Translational Medicine Institute
Position Location Fort Collins, CO
Work Location Position is fully in-office/in-person
Research Professional Position No
Posting Number 202300088AP
Position Type Admin Professional/ Research Professional
Classification Title Technical/Support II
Number of Vacancies
Work Hours/Week 40
Proposed Annual Salary Range $36,156-45,372
Employee Benefits
Colorado State University (CSU) is 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 faculty and administrative professional employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ & https://hr.colostate.edu/prospective-employees/our-perks/ .
Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 01/30/2023
Description of Work Unit
Founded in 1870, Colorado State University is among the nation’s leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
The C. Wayne McIlwraith Translational Medicine Institute (TMI) is operated under the Department of Clinical Science (College of Veterinary Medicine and Biomedical Sciences) at Colorado State University (CSU). The Institute provides a safe, secure, state-of-the-art facility for faculty, scientists and staff for collaborative efforts in the area of research, entrepreneurial business development and continuing medical education aligned to the institute’s mission and vision. The TMI is a 130,000 sq. ft. building that opened in December 2018.
Position Summary
This position is customer-centric by nature because it exists to provide customer service, administrative assistance and support to the guests, faculty, staff, and graduate students of the Translational Medicine Institute (TMI). This position is the primary, first floor receptionist and concierge for TMI, providing assistance, wayfinding, and general facility information to all guests and employees; therefore, creating the personal touch that creates a professional world-class experience for our stakeholders. This position assists with events & meetings, including class-related events, College, Department, and Unit orientation, executive meetings, and continuing education (CE) courses. This position supports and manages all unit safety and security programs, processes and activities. This position maintains and updates documents, databases, listservs, security access, and general communication efforts of the facility and program. This position will also work on special projects both administratively and financially as needed. This is a full-time, in-person position with consistent required hours of Monday-Friday, 8:00am-5:00pm.
Required Job Qualifications
  • High School Diploma (or GED) plus 4 years of relevant, specialized training/experience in customer service working directly with public, academic or industry professionals.
Preferred Job Qualifications
  • 2+ years’ experience in an administrative position, preferably in a Higher Education setting.
  • Record of or demonstrated ability to deliver outstanding customer service.
  • 2+ years’ experience in planning and implementing events.
  • 1+ years’ experience in Kuali Financial System or similar program.
  • Experience working independently as well as a contributing member of a team.
  • Organizational skills and the ability to manage multiple projects and deadlines.
  • Ability to be proactive and anticipate needs and/or potential issues.
  • Demonstrated written and verbal communication skills.
  • Ability and desire to learn new software programs and systems.
  • Demonstrated ability to uphold and enforce company policies and procedures.
  • Attention to detail.
  • Confidentiality.
  • Flexibility and the ability to adapt to changing priorities.
Diversity Statement
Personal or professional commitment to diversity and inclusion as demonstrated by persistent effort, active planning, allocation of resources and/or accountability for diversity and inclusion outcomes.

Essential Duties


Job Duty Category Front Desk Reception
Duty/Responsibility
  • Main receptionist, gatekeeper, and concierge to the TMI. Will warmly greet visitors, employees, and students with enthusiasm and professionalism while checking credentials of all entering building and determining how to proceed based on credentials and purpose for visiting.
  • Provide wayfinding to guests and communicate with TMI hosts to facilitate visits with efficiency and accuracy.
  • Serves on the TMI Operations Team where monthly, collaborative problem solving and adjustment of policies, processes, and procedures are discussed.
  • Provide admin support for TMI personnel including guests.
  • Train and serve as a resource for facility requests, such as room reservations, meetings, work orders, access, and general onboarding of new employees.
  • Design, and maintain a reception desk guidebook that includes building contacts, protocols, policies, and safety guidelines for the entire facility and all groups of personnel therein.
  • Be the point of contact for facility access and maintain TMI personnel access record systems and communication lists, including quarterly updates and dissemination.
  • Design, update, and implement TMI manuals, forms, and guides.
  • Create and/or maintain documents as requested including letters, memos, agreements, correspondence log, and miscellaneous acknowledgments and communications.
  • Coordinate calendar and appointment schedule for administrative faculty and staff.
  • Direct deliveries and vendors to the appropriate entrance and communicate these with TMI faculty and staff.
  • Assist with operational maintenance issues by contacting the onsite Tetrad representative or other personnel as needed; Attend training as requested to support clerical responsibilities (e.g., EMS, Kuali, FreshDesk).
  • Copy, scan and fax material as requested; and
  • Update TMI documents, manuals, etc. as requested.
Percentage Of Time 80
Job Duty Category Administrative
Duty/Responsibility
  • This position provides administrative support to all faculty, fellows, residents, graduate students and staff at the TMI.
  • Coordinates (receives requests from stakeholders, schedules based on calendar of events throughout the facility, and conducts) special tours.
  • Monitor meeting rooms and post reservation cards on all rooms as needed and rearranges/schedules alternatives when reservation conflicts arise.
  • Monitor work order and incident reporting systems and relay information to appropriate person to handle issue.
  • This position is the Co-Building Proctor and Safety Officer for the TMI for all building issues in the TMI and is a member of the Building and Safety Committee for the Veterinary Health System.
  • Other duties as assigned. Duties may include but are not limited to filing, faxing materials, making copies, ordering office supplies, utilizing Outlook calendar, maintaining paper quantities for copiers/fax machines, keeping supply cabinets neat and orderly, sort and deliver mail daily, order food for non-CE events put on by the TMI faculty, preparing registration materials and course materials under guidance from CE Coordinator as needed, deliver department wide communications when needed. Occasionally required to work evenings and weekends.
Percentage Of Time 20

Application Details


Special Instructions to Applicants
As an applicant you will need to supply a Resume/CV and cover letter that address the required and preferred qualifications listed and your commitment to diversity and inclusion. References will not be contacted without prior notification of candidates.
For full consideration, applications must be submitted through the CSU Job Website by 11:59 pm (MST) on Monday, January 30, 2023. Email or mail-in applications will not be accepted. This position will be open until filled.
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Alyssa Baechle [email protected]
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.

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