Communications & Events Coordinator

Colorado State University, United States

Updated: over 1 year ago
Location: Fort Collins, COLORADO
Deadline: 21 Dec 2022

Posting Details
Posting Detail Information


Working Title Communications & Events Coordinator
Position Location Fort Collins, CO 80523
Does this position qualify for hybrid or remote work? No
Classification Title Admin Assistant III
Posting Number 202200660P
Position Type State Classified
Open Date 11/30/2022
Close Date 12/21/2022
Salary $3,744 - $4,417 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
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 supports the research and scholarly activities of the Department of Chemistry. This position creates and publishes communications for the Chemistry website, SOURCE, newsletters, and social media channels; designs flyers and electronic media; plans and coordinates symposia, alumni, recognition and other events; prepares departmental and university reports; interfaces with external entities including alumni, donors, vendors and event participants; provides administrative support to research – active and teaching faculty and staff; participates and provides support on assigned departmental committees; and provides customer service to the greater CSU community through phone, email, and in-person support in the main office.
Minimum Qualifications
To be considered for this position, candidates must demonstrate the following in the job duties section of the application document:
  • Three full-time years of general clerical experience.
Substitutions
At the agency’s discretion, college or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis. *Please note, to qualify for this substitution, candidates must attach a transcript at the time of application.
Preferred Qualifications
Highly sought applicants will have many of the following:
  • Proficient with Microsoft Office Suite and Microsoft Outlook.
  • Excellent verbal and written communications skills which include knowledge and at least one year experience drafting, proofreading and editing communications, and delivering those communications via a wide range of channels, such as email, print, web, and social media.
  • Experience using various social media platforms; website administration with Word Press; and use of other design platforms, such as Canva.
  • At least one year of experience arranging and supporting large meetings and other events including virtual events and webinars.
  • Experience in alumni relations, development, event management, or a related field.
  • Must be well organized with focus and attention to detail.
  • Must be capable of independent decision making and have a proven ability to work in a fast- paced environment, managing multiple tasks and priorities simultaneously within tight timelines.
  • Must have creativity, initiative and independence in carrying out responsibilities.
  • Experience managing calendars, arranging appointments and maintaining schedules and deadlines for faculty or administrators Experience using CSU systems, such as Kuali Financial System, Oracle HR system, TMS, ARIESweb, and KFS-TEM travel system.
  • Related State service experience.

Essential Job Duties


Job Duty Category Communications & Alumni/Donor Support
Duty/Responsibility
  • Interface with the department chair, dean’s office, University Public Relations, and other constituents to draft articles and communications for chemistry website, University PR (i.e. SOURCE, official press releases from Central, etc.); departmental newsletter articles; and coordinate information flow between different media (website, newsletter, social media channels, etc.). Design and layout chemistry newsletter. Maintain up-to-date content on chemistry website and social media channels by coordinating items of interest – such as news, announcements, images, events – for differing audiences (students, alumni, donors, faculty, and staff). Create, organize, and coordinate marketing pieces such as alumni gifts, brochures for special programs, posters, department signs, flyers, and recruiting materials following University branding guidelines.
  • Serve as liaison with the CNS Development Team to maintain up-to-date alumni and donor information, create thank you notes to donors to acknowledge gifts, and recommend and coordinate alumni/donor events and related activities.
  • Support student awards committee – attend meetings, create and maintain applicant lists, liaison with the college, create awards certificates, coordinate recognition events and gifts, and communicate these awards across various forms of media as scholarship language allows.
  • Attend on-campus events for picture taking and article writing opportunities.
Percentage Of Time 45
Job Duty Category Department Support
Duty/Responsibility
  • Provide administrative support to the department, including: provide coverage for main office by assisting faculty, staff, students, parents and visitors with inquiries and information by phone, in person, or via email; process travel requests and reimbursements for department faculty, staff, and students; process meeting and class-related room reservation requests; assist with copying and collating large general chemistry exams; provide catering support for various department functions; process incoming and outgoing mail; and assist with special projects as needed.
  • Provide administrative support to faculty search committee chairs, including posting employment ads, moving applications through the talent management system, monitoring and responding to search email inquiries, and arranging travel, seminars and visit schedules for applicants.
  • Participate in and provide support to various department committees as assigned.
  • Research, collect and compile data for various department, University and industry reports, surveys, and questionnaires.
  • Volunteer support for additional events in the college as necessary.  
Percentage Of Time 30
Job Duty Category Event Planning & Support
Duty/Responsibility
  • Provide planning, coordination and support of departmental events, including alumni events, receptions, workshops, special lectures and symposia; create budget estimates; schedule presenters; secure event space; arrange meals, audio visual equipment, catering, lodging and transportation; gather content and create marketing and program materials including brochures, agendas, program books and handouts; schedule and manage webinars, including audio visual equipment and software; maintain website information and participant registration; track event data and prepare reports. Coordinate and support virtual events, including in-person events with virtual participants.
  • Maintain mailing lists to ensure accuracy of information; maintain files; interact with internal and external constituencies; disseminate marketing and event communications to participants; edit all printed materials.
Percentage Of Time 15
Job Duty Category Supervision of Student Employee
Duty/Responsibility
Direct supervisor for 1.0 FTE student worker position. Prioritize and delegate responsibilities as necessary for various departmental projects and events to ensure their timely, efficient, and accurate completion. Analyze operational efficiencies and implement changes, including evaluating workload and redistributing responsibilities as needed. Establish work priorities and expectations, and ensure standards of professional conduct, accuracy and quality. Train staff on procedures and protocols. Serve as a resource to student staff, providing guidance, direction and counseling on functions; ensures adherence to various university deadlines, rules and regulations. Maintain professional and technical knowledge by attending university workshops and training sessions. Manage personnel issues including hiring, interviewing, training, conducting performance plans and evaluations, resolving personnel and performance issues and approving leave requests. Identify areas for improvement and staff development.
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.


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), Special Requirements/Other - Must be able to work occasional early mornings, evenings or weekends as needed to support department events. Limited travel may be required during special events.
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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