Office Manager (Administrative Assistant III)

• Three years (36 months full-time) of administrative office manager experience.

• Excellent interpersonal skills with a focus on customer service
• Ability to interpret complex rules, regulations, policies, procedures, and guidelines and apply them appropriately
• Experience with CSU systems – TimeClock Plus, Oracle (HRIS), Kuali Financial Systems (financial database) & Talent Management System (applicant tracking and position management)
• Strong problem-solving skills
• Ability to maintain confidentiality
• Ability to prioritize a high volume of work with high-level of productivity and accuracy
• Excellent communication skills (verbal and written)
• Demonstrated experience working with multiple departments across a large organizational setting
• Experience supervising staff that includes hiring, training, performance management, feedback on work product, etc.
• Related state service experience

• Manage the professional and student administrative office staff of the Department of Computer Science. Prioritizes and delegates responsibilities as necessary for various departmental projects and events to ensure their timely, efficient and accurate completion. Analyzes operational efficiency needed to implement changes and staff promotions, including workload and responsibility redistribution as needed.
• Establish work priorities and expectations, and ensure standards of professional conduct, accuracy, and quality.
• Train or oversee training for staff on procedures and protocols.
• Serve as a resource to administrative office staff, providing guidance, direction, and counseling on administrative 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.
• Manage the hiring and on-boarding of undergraduate teaching assistants, ensuring they have work-study status and are working well with their course professors while keeping costs within the department’s budget for UTA salaries.
• Determines procedures for administrative functions and business operations, implementing office layout, record keeping and disposal systems, and overseeing operational needs.
• Ensure the front office area is covered at all times.
• Identify and resolve problems related to daily office operations, develop and implement alternate solutions.
• Set work schedules for admin and student staff. Approves timesheets and leave requests for reports.
• Oversee the process of staffing the department front desk and ensuring its smooth operation.
• Intervene, as required, to assist with coverage by answering phones, responding to emails, and greeting customers in person.

• Oversees the department chair’s calendar. Manages required department reporting to College and University such as annual appointment memos, annual faculty evaluations, and sabbatical requests.

• Oversee administrative support for the hiring of faculty and non-administrative staff (note hiring of administrative staff is covered under Supervision, above). 
• Ensure administrative team works harmoniously with College and University HR and OEO to ensure smooth hiring process, from the creation of a search to actual hire. 
• Oversee onboarding for all new hires. 
• Oversee logistics, such as travel and meeting schedules for all faculty and staff interviews.
• Create and maintain an onboarding process that can be completed either face to face or online.

• Oversee Department’s website and social media accounts. 
• Ensure that material placed on the website and social media accounts is consistent with the department and College of Natural Sciences policies. 
• Oversee liaison with communications staff for the College of Natural Sciences and University.
• Oversee editorial services supporting department needs such as mailings, bulletins, and faculty proposals.

• Serve as primary liaison for administrative matters (other than technical, finance, and research administration) with peers in the College of Natural Science and the broader University.
• Ensure the department is perceived as a reliable and punctual partner by ensuring department administrative staff handles faculty promotion paperwork, conflict of interest declarations, textbook ordering, hiring processes, arranging recruiting events with the Career Center, and procurement processes, both on-time and accurately.

• One of three building proctors for the department. This position has lead responsibility for non-computing infrastructure aspects of operating buildings in which the computer science department has offices and/or laboratory space. 
• Work with department leadership to develop plans for the building, and requests facilities bids as required. 
• Manage process from quote to renovation completion and inform department administration of progress for ongoing projects. 
• Coordinate with Environmental Health Services (EHS) to ensure that issues identified on the annual building health, safety drills, and safety inspections are resolved in a timely manner.  
• Work with other computer science department building proctors to develop and maintain Computer Science Building Safety Plans to include training, drills, and schedule. Works with other departments and outside agencies to make sure the computer science department is in compliance with the University Safety Plan requirements.

• 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.

• 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.

• 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.

• Please see the Required Documents section of the posting.

• 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

• 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).

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 or expression, or pregnancy and 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/equal access/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 Acting Title IX Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 123 Student Services Building, Fort Collins, CO. 80523-0160, (970) 491-1715, [email protected] .

The Section 504 and ADA Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

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. 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.

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.