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Posting Detail Information

Working TitleAdministrative Assistant and Proposal Coordinator

Position LocationFort Collins, CO

Work LocationPosition is fully in-office/in-person

Research Professional PositionNo

Posting Number202402162AP

Position TypeAdmin Professional/ Research Professional

Classification TitleProf/Indiv Contrib I

Number of Vacancies1

Work Hours/Week40

Proposed Annual Salary Range$60,000-$65,000

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 todiversity, equity and inclusion (https://inclusiveexcellence.colostate.edu/about/) , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

Desired Start Date01/20/2025

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on01/06/2025

Description of Work Unit

Ecosystem Science and Sustainability ( ESS ) is an academic department within the Warner College of Natural Resources. The mission of ESS is to advance understanding, develop and share insight, and provide leadership for decision makers at the forefront of local, regional, and global sustainability challenges. Department faculty use state-of-the-art technologies and approaches to provide quality education to future scientists, educators and decision makers, conduct cutting edge interdisciplinary research, and deliver culturally relevant outreach programs that empower our students and the public locally, nationally, and internationally. The department delivers two undergraduate majors (BS in Ecosystem Science and Sustainability; BS in Watershed Science and Sustainability), one undergraduate minor (Watershed Science), five graduate degrees (MS & PhD in Ecosystem Sustainability; MS & PhD in Watershed Science; Professional Science Masters in Ecosystem Science and Sustainability) and two graduate certificates (Carbon Management; Water Resources).

Position Summary

The Department of Ecosystem Science and Sustainability seeks a proactive and detail-oriented Administrative Assistant/Proposal Coordinator to support departmental operations and enhance research proposal development. This role provides comprehensive administrative support for academic programs, facilitates communication among faculty, students, and external partners, and plays a key role in proposal coordination.

The coordinator advises PIs and co-PIs on proposal strategies, compliance, and timelines, providing strategic editing and ensuring alignment with sponsor guidelines. They collaborate with CSU’s Office of Sponsored Programs and represent CSU to external funding sources, fostering relationships with agencies like NSF , NASA , and other sponsors. Responsibilities include interpreting funding regulations, maintaining sponsor systems knowledge, and streamlining submission processes.

Additional duties include managing departmental purchases, scheduling, and space coordination. The ideal candidate combines strong organizational and communication skills with a commitment to advancing CSU’s research mission through effective collaboration and administrative excellence.

Required Job Qualifications

• Bachelor’s Degree

• Two years of general administrative/clerical experience. Coursework from an accredited college or university may be substituted for up to two years of general work experience on a year-for-year basis (30 credit hours = one year).

• Experience independently managing multiple simultaneous projects or workflows.

Preferred Job Qualifications

A strong candidate will ideally possess several of the following qualifications:

• Proficiency in MS Word, MS Excel, Adobe Acrobat, Equation Editor, LyX, and other web-based systems for administrative and communication tasks.

• Demonstrated experience with grant and research proposal writing/submissions, and University Sponsored programs, including a strong understanding of university research and administration and federal grants and contracts management processes and policies, including working knowledge of federal agency policies and processes.

• Customer service experience and leadership support in fast-paced environments, including calendar and meeting coordination.

• Strong communication skills for adapting to changing priorities, handling correspondence, and explaining department information.

• Professional interaction with diverse groups such as students, parents, and stakeholders.

• Background in Higher Education or Natural Resources, with knowledge of academic policies/procedures.

• Highly developed project management skills and ability to independently research complex topics and changing processes or systems.

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 CategoryDepartment Administration and Support

Duty/Responsibility

• Manage department calendars, events, room bookings, and coordinate logistics and communication for meetings.

• Oversee purchasing, supplies, front office management, and assist faculty/staff with space, keys, travel, and other administrative needs.

• Serve as liaison for textbook coordination, course scheduling, and student fee reporting.

• Maintain filing systems, handle affiliate faculty appointments, and assist in employee searches.

• Ensure effective communication between department head, faculty, staff, and students.

• Manage building and facility maintenance, ensuring spaces are clean and organized.

• Other duties as assigned.

Percentage Of Time50%

Job Duty CategoryProposal Coordinator

Duty/Responsibility

• Serve as the primary research administrator for ESS research scientists, faculty, post-docs, and graduate students, managing and coordinating research proposal submissions.

• Assist researchers in identifying research proposal submission requirements, deadlines, formatting narratives, budgets, and other documents.

• Counsel and advise on research proposal matters and collaborate with subcontracting institutions.

• Coordinate with CSU’s Office of Sponsored Programs to ensure compliance with Uniform Guidance and all applicable state/federal regulations.

• Pre-award tasks, including, but not limited to, advising in development and review of budgets and justifications, reviewing subcontract proposals and interfacing with subcontract institutions, making decisions on allowable costs, varied IDC rates, cost share, cross-departmental split of IDC rates, responding to questions and concerns of Sponsored Programs, filling out detailed sponsor and CSU forms, and creating and maintaining proposal and project flies.

• • Locate, read, understand, and communicate a complex array of agency and university regulations for proposal solicitations, procuring a comprehensive knowledge of all sponsor and specific program guidelines; maintain strict compliance with detailed requirements of these solicitations is mandatory for successful proposal submissions.

• Serve as point of contact and coordinate information flow and acquisition of proposal material between ESS and other units or institutions (subcontractors, consultants, service agreements).

• Edit and advise on technical narrative section of proposals; revise and format graphics as needed to ensure a clean and legible narrative; collate various sections with proper formatting, ensure compliance with guidelines for electronic submissions, such as NSF FastLane and multiple and varied sponsors on the Grants.gov electronic system.

• Represent ESS to university community, external institutions, federal and state agencies, and current and potential sponsors.

• Final evaluation and approval that each proposal is in full compliance with guidelines prior to submission; uploading of all documents to sponsor websites.

• Develop procedures and train staff to meet agency and CSU Proposal requirements.

• Establish workflow deadlines, requiring exceptional time management skills and attention to detail due to the frequent overlap of multiple proposal and agency deadlines.

• Create, edit, and maintain performance and funding reports for ESS .

• Manage and enter budgets for ESS faculty/scientists.

Percentage Of Time50%

Application Details

Special Instructions to Applicants

Applicants must meet the minimum qualifications in the announcement to be considered for hire. Apply no later than 1/06/2025 for full consideration. 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. A complete application consists of:

• Cover letter

• Resume

• Example of writing sample.

• 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.

  CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.

Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires)

Search ContactLauren Hibbard, Lauren.Hibbard@colostate.edu

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. TheOffice of Equal Opportunity (https://oeo.colostate.edu/) 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,titleix@colostate.edu.

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,oeo@colostate.edu.

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,oeo@colostate.edu.

Any person may report sex discrimination under Title IX to theOffice of Civil Rights, Department of Education (https://www2.ed.gov/about/offices/list/ocr/docs/howto.html) .

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.

References Requested

References Requested

Minimum Requested3

Maximum Requested3

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Cover Letter

• Resume

• Writing Samples

Optional Documents