Conference & Events Administrative Assistant III

Colorado State University, United States

Updated: over 1 year ago

Location: Fort Collins, COLORADO

Deadline: 09 Dec 2022

Posting Details
Posting Detail Information

Working Title	Conference & Events Administrative Assistant III
Position Location	Fort Collins, CO 80523
Does this position qualify for hybrid or remote work?	No
Classification Title	Admin Assistant III
Posting Number	202200603P
Position Type	State Classified
Open Date	11/18/2022
Close Date	12/09/2022
Salary	$3,744-$4,534 minimum to mid monthly compensation
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	WORK UNIT The mission of the Colorado State University Conference & Event Services office is to create successful conferences and events that support client goals and maximize the use of university resources. The Mountain Campus exists to serve the Colorado State University community and the surrounding region for academic field studies, educationally focused conferences and mountain research. The campus is open from Mid-May to Mid-October. HOUSING AND DINING SERVICES Housing & Dining Services (HDS) is a multifaceted auxiliary organization responsible for management of on-campus housing facilities, residential dining, conferences, and the CSU Mountain Campus. Other areas within HDS include the RamCard, communications, sustainability, facilities, human resources, technology services, workplace inclusion, & talent management, outreach, and business services. Approximately 450 full-time staff and 1,700 hourly and student staff serve the nearly 8,000 students who live on campus, as well as numerous campus and community guests. We strive to provide our residents and guests with safe living environments, quality dining, and exceptional co-curricular experiences. We accomplish this through sound fiscal and operational management strategies, and an emphasis on the development of programs and services that are designed to enhance personal growth and global engagement. Our staff exemplify our values of customer first service, commitment to students and staff, integrity, respect and teamwork, inclusiveness and diversity, innovation, and stewardship in support of the CSU Principles of Community. WORKING AT CSU Founded in 1870 as the Colorado Agricultural College, Colorado State University is now among the nation’s leading research universities. Fort Collins is an award-winning city located on the Front Range of the Rocky Mountains with the foothills and 14,000-foot peaks visible to residents. Easy access to hiking, skiing, rafting and other outdoor sports is a great advantage to CSU students, faculty and staff. CSU’s Commitment to Campus offers employees a healthy work-life balance through a wide variety of programs, discounts, and special benefits. This includes Employee Study Privilege (nine free credits per year available through CSU, CSU Global, CSU Online Plus, and University of Northern Colorado), Family Tuition Scholarship Program, Discounted Veterinary Care, Wellness Membership Discounts, Volunteers in Public Schools Leave Program, Athletic Ticket Discounts, and much more! Visit www.facultyandstaff.colostate.edu to learn more about working at CSU.
Position Summary	This position is an integral part of the administrative support of Conference & Event Services and The Mountain Campus areas consisting of a Director, an Associate Director, four Assistant Directors, five Managers, and a Business Manager. Primary responsibilities include managing the office, providing customer service to guests, clients, and campus partners, direct administrative/calendar support to the Director, and managing travel and cell phones for the office. The position is responsible for establishing processes and procedures and implementing guidelines that uphold the Conference & Event Services and The Mountain Campus mission, goals, and objectives. This position is also responsible for managing projects and initiatives, analyzing operational procedures to ensure excellent customer-first service, coordinating projects and events, contact list management, including the emergency calling tree, meeting scheduling and management, room reservation management, and coordination of other various projects, events, and initiatives. In addition, this position has responsibility for the interpretation of departmental policies to internal and external constituents. This position supervises at least one student hourly employee. Must work independently and be able to work well under pressure with multiple projects and consistently changing deadlines. In addition, must have excellent interpersonal communications skills and ability to maintain effective and collaborative working relationships with multiple constituents. Position must have critical thinking skills to resolve workplace issues that arise within the office. Experience working with diverse individuals including a range of ages, religions, gender identities, sexualities, nationalities, ethnicities, races, and abilities. This position will carry out their responsibilities under the supervision of the Director.
Minimum Qualifications	Minimum of three years of administrative service experience.
Substitutions	Two years of higher education experience can take the place of two years of the hands on administrative services work experience. To qualify for this substitution, an unofficial transcript must be attached at the time of application.
Preferred Qualifications	Highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related to this position: Directly related state service experience. Demonstrated project management and collaboration skills to work independently with committees and internal and external customers. Exceptional organizational skills and ability to manage multiple projects simultaneously. Excellent verbal and written communication skills. Three (3) years of customer service as primary responsibility. Demonstrated computer skills to include advanced excel skills and proficiency with Microsoft Office Suite. Demonstrated understanding of the recreation, tourism, hotel and resort management industries.

Essential Job Duties

Job Duty Category	Administrative Support
Duty/Responsibility	Strategically manage calendars for Director, CES Leadership Team, and Mountain Campus Leadership Team; use critical thinking skills to assist them with organization and communication; assists in preparing for upcoming activities; monitor and organize arrangements for events, retreats, meetings and travel; track agenda items for team meetings and prioritize topics and issues. Supports the Staff Selection Process, including posting student and professional staff positions, submitting background checks, and monitoring new hire paperwork. Manage supply orders for CES and the Mountain Campus. Contribute to developing and revising office procedures to ensure that they follow established policies. Actively participate and represent departments on a variety of division, campus committees and initiatives, departmental processes, and projects. Serves on department search committees as member and/or administrative support, as requested. Maintains mailing list databases and coordinates mass mailings. Ordering annual parking placard/parking pass. Communicate with facilities regarding maintenance of vehicles, keeping vehicle information accurate and organized. Communicate regularly through multiple methods (phone, email, forms, calendars, in-person/virtual meetings) with internal and external. Understand and follow CSU policies and procedures when committing University resources with little supervision. Serve on committees, record minutes as requested, generate and/or edit correspondence, generate internal/external office documents, and provide general support. Assists with employee hiring processes/procedures and new employee orientation, onboarding, and offboarding of staff Schedules and facilitates presentations, meetings, workshops, etc., including scheduling appropriate facilities. Other duties as assigned
Percentage Of Time	60

Job Duty Category	Project/Program Management
Duty/Responsibility	Collaborate with the Director, CES Leadership Team, and Mountain Campus Leadership Team on upcoming goals and initiatives; provide input and strategize/ plan to achieve goals. Independently lead projects using critical thinking and organizational skills; prioritize and evaluate for appropriate action. Assist and support registration processes for CES which could include non-standard working hours. Assist with Guest Housing – includes building a registration site; communications with campus partners regarding arrivals and departures. Serve on CSU and HDS committees as requested, and provide general support and communicate to peers and staff Meets deadlines and works in advance of annual programs, projects, and processes; anticipates needs for self and others. Completes established goals and objectives for projects, timelines and ensures implementation and administration of said projects. Develops and defines systems, policies, procedures, and guidelines within the department to enhance communications, organization and tracking of issues on behalf of the department. Attends meetings to create agendas, take minutes, and disseminate communication to constituents. Based on operational needs, this position develops, leads, and manages new projects and initiatives to help the department meet strategic planning goals. Conducts detailed data analysis to help pinpoint department areas for improvement; decides how to adjust processes to meet department needs while supporting staff in following processes and procedures. Other duties as assigned
Percentage Of Time	30

Job Duty Category	Supervision
Duty/Responsibility	Manage and coordinate front desk operations including customer and guest services, office management, area processes Hire, train, and supervise at least one student staff to support front desk operations year-round. Manages scheduling and timecard approval, outlines expectations and guidelines for attendance. Holds supervisee accountable; documents, writes and administers bi-annual performance evaluations.
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)
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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