Office Manager - Fort Collins, CO

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 Office Manager - Fort Collins, CO
Position Location Fort Collins, CO
Work Location Position is fully in-office/in-person
Research Professional Position No
Posting Number 202300043AP
Position Type Admin Professional/ Research Professional
Classification Title Technical/Support III
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range $55K - $65K
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 02/20/2023
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
The Center for Environmental Management of Military Lands (CEMML) is a research, education and service unit within the Warner College of Natural Resources at CSU. CEMML applies the latest and most appropriate science to promote the sustainable management of natural and cultural resources on Department of Defense (DOD) and other public lands. We provide technical support, conduct applied research, and offer career development and learning opportunities to support resource stewardship. We collaborate with our sponsors and within CSU to resolve complex environmental issues, leaving a legacy of science-based decisions that sustain our resources for future generations. To learn more about CEMML’s contributions to land management, our mission, vision, and values, visit http://www.cemml.colostate.edu/ .
Position Summary
The office manager is a full-time position reporting directly to the Executive Director of CEMML. This position provides executive-level administrative support to the Executive Director, Associate Director, and Assistant Director in fulfilling administrative responsibilities, including but not limited to:
  • Managing day-to-day office operations, inventories, and shipping & receiving
  • Event logistics and execution
  • Providing meeting support
  • Tracking and reporting capital equipment
  • Building proctorship and facilities management
  • Handling routine office expenditures
  • Managing personnel recognition programs
  • Providing general support to CEMML personnel
  • Supervising administrative support team
  • Administering Common Access Card applications for CEMML Personnel to work on federal installations
  • Other duties as assigned by Executive Director


A successful candidate must be able to work independently under limited supervision, resolve problems and issues escalated from other areas of the department, be able to interpret and explain policies and decisions to multiple constituencies, and the ability to maintain confidentiality.
A successful candidate will excel at tracking dates and action items, taking detailed notes, organizing project details, providing on-site and remote support, and following up as needed with internal and external partners.
Beginning Monday, August 16, 2021, Colorado State University has mandated vaccinations against COVID-19. Faculty and staff are required to submit their vaccine status or declare an exemption. More information about the vaccination mandate can be found on the CSU COVID-19 Information & Resources site here:
https://covid.colostate.edu/pandemic-preparedness-team-broad-guidance-for-all-summer-and-fall-2021-activities/
Required Job Qualifications
A BS or BA and minimum of three years of experience in office administration with demonstrated experience in:
  • Execution and support of administrative operations
  • Database management
  • Budgeting
  • Event coordination
  • Inventory management and scheduling
  • Supervision
  • Proficiency with word processing and spreadsheet programs (specifically Microsoft Office, with emphasis on SharePoint, Excel, PowerPoint, Outlook and Word).
  • Must have a valid driver’s license or the ability to obtain a driver’s license by the employment start date.
  • The successful candidate must be legally authorized to work in the United States by proposed start date. CEMML will not provide visa sponsorship for this position.
Preferred Job Qualifications
  • Work in a higher education or government environment.
  • Familiarity with Federal Common Access Card (CAC) application and expiry processes.
  • Organizational skills and working well under pressure with multiple and consistently changing deadlines.
  • Reporting and data analytics.
  • Working independently as a self-starter and taking initiative.
  • Time management, attention to detail, excellent judgement, and decision-making skills.
  • Establishing and maintaining effective collaborative working relationships with multiple constituencies including campus offices, students, staff, faculty, etc.
  • Project management experience
  • Leadership skills to supervise staff, problem-solve complex issues, and strategically implement business policies.
  • Federal grant, contract, or cooperative agreement proposal development.
  • Basic website maintenance.
  • Human resources.
  • Building proctorship.
Diversity Statement
Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties


Job Duty Category Administration
Duty/Responsibility
  • Assist director in maintaining department data about staff, projects, and compliance with university policies (e.g., human resources and risk management). Assist in making department data accessible to others within and outside the department and university.
  • Manage general office operations including but not limited to maintaining office supplies (including furniture), copier care, shipping/receiving, vehicle management, telecommunications requests, etc.
  • Track and report capital equipment.
  • Manage and coordinate Common Access Card (CAC) process for CEMML personnel (applications, renewals, expirations).
  • Manage recognition and award program for CEMML personnel, oversee associated committees.
  • Serve as building proctor and facilitate maintenance or repair requests with CSU’s facilities management.
  • Assist Communications Director with routine communications within the department and between the department and other university units.
  • Organize official department functions and events (requires collaboration among multiple University departments and outside vendors)
  • Organize informal internal team meetings and/or social events (including scheduling, agendas, room reservation, etc.)
  • Post job advertisements to website and assist with general website maintenance.
  • Independently create and revise office procedures and manuals to ensure that they are in compliance with established policies.
  • Serve on departmental committees as a member and/or as administrative support.
Percentage Of Time 75%
Job Duty Category Supervision
Duty/Responsibility
  • Supervise and direct workflows for a small team of administrative staff to help facilitate day-to-day department operations and compliance with university policies.
  • Conduct performance evaluations as necessary.
  • Review and approve hourly timecards and leave requests.
Percentage Of Time 20%
Job Duty Category Other Duties As-Assigned
Duty/Responsibility
  • Performs other duties as assigned by Executive Director on an ad-hoc basis to facilitate department operations.
Percentage Of Time 5%

Application Details


Special Instructions to Applicants
Applicants must meet the minimum qualifications in the announcement to be considered for hire. Apply no later than 1/30/2023 for full consideration at https://jobs.colostate.edu/postings/119469 . Mailed or emailed applications will not be accepted.
Upload each of the items below individually as a Word Document (.doc), PDF (.pdf), or Rich Text Format (.rtf). Please note that incomplete applications cannot be considered. Please remove social security numbers and birth dates from application materials. A complete application consists of:
  • Statement of Qualifications (one-page letter addressing each qualification described in the announcement) uploaded in the ‘Cover Letter’ slot.
  • Resume
  • Transcripts (for each degree earned that is listed under qualifications) uploaded in the ‘Official Transcripts’ or ‘Unofficial Transcripts’ slot.
  • Degree Conferral (copy of diploma if transcripts do not include confirmation that degree was awarded) uploaded in the ‘Other’ slot.
  • References – please include within your application contact information for 3 professional references including at least one supervisor


    • References will not be contacted without prior notification of candidates.
    Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License
    Search Contact Bill Sprouse, [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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