---

---

Location

Fort Collins, CO | United States

---

Job description

Full job description

Position Location

Fort Collins, CO 80523

Work Location

Position is fully in-office/in-person

Type of Position

Part-time

Classification Title

Admin Assistant I

Posting Number

202400022P

Position Type

State Classified

Open Date

03/07/2024

Close Date

03/12/2024

Salary

$17.37 - $20.84

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here .
• Explore the additional perks of working at CSU here .
• For the total value of CSU benefits in addition to wages, use our compensation calculator .
• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in !

State Classified Hourly

Yes

Overtime Eligible

Description of Work Unit

The Electrical and Computer Engineering department is seeking an Administrative Assistant to coordinate activities, schedules and resources of the main department office. The Department of Electrical and Computer Engineering has 24 faculty, 7 administrative professional staff, 400 undergraduates, and 150 graduate students. It has research programs in Communications and Signal Processing; Computer Engineering; Lasers, Optics, and Applications; Controls and Robotics; and Electromagnetics and Remote Sensing. The department participates in the CSU Information Science and Technology Center, the CSU-CHILL National Radar Facility, and the NSF Engineering Research Center for Collaborative Adaptive Sensing of the Atmosphere. It is home to the headquarters of the NSF Engineering Research Center for Extreme Ultraviolet Science and Technology. Many faculty in ECE hold courtesy appointments in the departments of Computer Science, Mathematics, Physics, and Statistics, and collaborate with faculty in these and other departments. Annual research expenditures are nearly $10M, and the department is ranked 23rd in the country based on citations to faculty research. More information on the department can be found at

Position Summary

The administrative assistant I position for the Electrical and Computer Engineering (ECE) supports operational procedures for the Department. This position is expected assist with processes and procedures that ensure effective and appropriate functioning of the Department and the Center including operational administration, office management, project and event direction and communication outreach. This position is expected to connect and build relationships with internal and external collaborators representing both entities in a professional manner. As a Department Administrative Support Specialist, the person in this position will be expected to have a strong working knowledge of Department and University processes and proceedures

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

• One year of general clerical experience.

Substitutions

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Professional experience developing and performing processes and procedures that ensure effective and appropriate functioning of the department or unit
• Demonstrated initiative and independence to carry out high level administrative tasks on a daily basis
• Proficient in Microsoft Word, Excel, and PowerPoint
• Bachelor’s degree
• University or other higher ED experience
• Previous experience in a College of Engineering or Department of Electrical and Computer Engineering
• Experience using University systems including: Kuali, TMS, EMS, Oracle, TimeClock Plus, etc
• Written and Verbal communication skills
• Demonstrated attention to Detail
• Related state service experience

Essential Job Duties

Job Duty Category

Operations

Duty/Responsibility

• Generate financial documents for Internal Orders, Disbursement Vouchers, and Purchase Requests in Kuali. Submit necessary documentation to Engineering Business Office (EBO). Reconcile Senior Design budgets and expenditures. Complete required travel authorizations and reimbursements for department and Center visitors.
• Maintain a procedural manual for all front desk operations as well as a guide for student administrative assistants. Design and update forms and processing steps as needed to improve efficiency.
• Maintain a record system of all employee appointments. Specifically with Department Academic Advising Staff and student appointments.
• Provide initial screening of graduate admissions applications for baseline admittance. Verify all materials required have been submitted by candidates. Ensure baseline qualifications have been met. Correspond with applicants to collect all required documents. Submit completed applications that meet baseline requirements to the department for graduate admissions review. Answer questions and maintain email address for Department Graduate Admissions inquiries.
• Assist with general clerical and administrative tasks as assigned by Department Operations Coordinator, Department Manager, Department Head, ECE Staff, and ECE Faculty.

Percentage Of Time

30

Job Duty Category

Administration and Office Management

Duty/Responsibility

Conduct general office management duties, including but not limited to

• Managing inventory and ordering office supplies and coffee, maintaining and checking out audio visual equipment to faculty and students.
• Manage calendars and schedule appointments for the department head and three academic advisors.
• Handle administrative duties for ECE staff and faculty members, including copying, scanning, labeling, typing, data entry, making phone calls, scheduling meetings/academic events and rooms, and other miscellaneous tasks.
• Schedule maintenance and repair of office equipment, such as copier, printer, and water cooler.
• Liaise with Facilities, Telecommunications, Surplus, ACNS, and other University offices in support of department and facility maintenance, repair, and replacement requests.
• Place requests by phone or online work order and track request through to completion. Work with Payroll/HR, EBO, Admissions, and 3rd party vendors to complete other essential job functions.
• Build a foundation for the unit to provide exceptional customer service to current and prospective students, faculty, staff, and external constituents.
• Answer the department’s main phone line and email. Answer questions and provide information as appropriate by referencing department and university policies and procedures.
• Take detailed meeting minutes at Monthly Department Meetings and other meetings as assigned.
• Other duties as assigned

Percentage Of Time

70

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 Experienc e 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

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 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 .






A standard appeal form is available at: . 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.

---

Job tags

---

---

Salary