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Posting Detail Information

Working TitleAdministrative Assistant: Conference and Event Services and Mountain Campus

Position LocationFort Collins, CO

Work LocationPosition is fully in-office/in-person

Research Professional PositionNo

Posting Number202401324AP

Position TypeAdmin Professional/ Research Professional

Classification TitleTechnical/Support II

Number of Vacancies

Work Hours/Week40

Proposed Annual Salary Range$51,000 - $56,000

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 Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on08/09/2024

Description of Work Unit

Housing & Dining Services

Housing & Dining Services ( HDS ) is the largest department on campus with 450 full-time staff and 1,700 hourly and student staff, and nearly 8,300 students live on campus. HDS is responsible for the management, finance, administration, and program development of all University housing facilities, including residence halls, university apartments, and Mountain Campus.

As a department, HDS works to create dynamic housing and dining experiences that enhance personal growth and global engagement. We do this through implementation of our values of customer first service, commitment to students and staff, integrity, respect and teamwork, inclusiveness and diversity, innovation and stewardship.

This position is housed in Fort Collins and supports both the Conference and Event Services and Mountain Campus departments.

The Mountain Campus is a site for student learning, research and conferences. It is located approximately 50 miles from Fort Collins at 9,000 ft. elevation, in a remote mountain valley adjacent to Rocky Mountain National Park. The season of operation is May to November. We employ 30-35 seasonal staff and serve 65,000+ meals each season to the nearly 6,500 students, faculty, staff and visitors to the campus. There is Wi-Fi, but no cell phone service, and pets are not allowed.

Conference and Event Services provides registration, logistical support, planning, coordination and execution for approximately 100 events annually. In addition to overseeing the front desks of residence halls and the Durrell Center which includes space reservations and over 100 student employees.

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!

CSU Land Acknowledgement

Colorado State University acknowledges, with respect, that the land we are on today is the traditional and ancestral homelands of the Arapaho, Cheyenne, and Ute Nations and peoples. This was also a site of trade, gathering, and healing for numerous other Native tribes. We recognize the Indigenous peoples as original stewards of this land and all the relatives within it. As these words of acknowledgment are spoken and heard, the ties Nations have to their traditional homelands are renewed and reaffirmed.

CSU is founded as a land-grant institution, and we accept that our mission must encompass access to education and inclusion. And, significantly, that our founding came at a dire cost to Native Americans and peoples whose land this University was built upon. This acknowledgment is the education and inclusion we must practice in recognizing our institutional history, responsibility, and commitment.

Position Summary

This position is an integral part of the administrative support teams for Conference & Event Services and The Mountain Campus areas consisting of a Director, an Associate Director, four Assistant Directors, five Managers, a coordinator, and a Business Manager.

Primary responsibilities include managing the main campus office, providing customer service to clients and campus partners, direct administrative/calendar support to the Director, managing supply orders, travel, motor vehicles, and other administrative task for the office.

Other responsibilities include 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 events, contact list management, including the emergency calling tree, meeting scheduling and management, and room reservation management.

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, ability to maintain effective and collaborative working relationships with multiple constituents and have critical thinking skills to resolve workplace issues that arise within the office.

This position will fulfill their responsibilities under the supervision of the Director.

Required Job Qualifications

• High School Diploma (or GED ) plus a minimum of three years of administrative service experience

• Demonstrated computer skills to include advanced knowledge of the Microsoft Office Suite

• Must be able to lift and wheel 25 pounds

• Must have a valid driver’s license or the ability to obtain a valid driver’s license by the position start date.

Preferred Job Qualifications

• Demonstrated project management skills

• Demonstrated collaboration skills to work with teams 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 understanding of the recreation, tourism, hotel and resort management industries

• Bilingual – Spanish preferred

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 CategoryAdministrative Support

Duty/Responsibility

• Strategically manage calendars for Director, CES Leadership Team, and Mountain Campus Leadership Team; use critical thinking skills to assist 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 employee hiring process including posting student and professional staff positions, submitting background checks, monitoring new hire paperwork, new employee orientation, onboarding, and offboarding of staff

• 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.

• 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 constituents

• Understand and follow CSU policies and procedures when committing University resources with little supervision.

• Schedules and facilitates presentations, meetings, workshops, etc., including scheduling appropriate facilities.

• Respond to space reservation requests, book available spaces, place HDS work orders when applicable, and provide quote pricing when applicable

• Assist Event Managers with event tasks such as name badges, work orders, and housing rosters.

• Act as third line for phone operations

• Keep track of Motor Vehicle Records for all employees using CSU vehicles

• Provide support to Mountain Campus, as necessary; may include in-person assistance at the Mountain Campus location at certain times of year which could include overnight stays

• Other duties as assigned

Percentage Of Time60

Job Duty CategoryProject/Program Management

Duty/Responsibility

• Collaborate with the Director, CES Leadership Team, and Mountain Campus Administrative 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 and space reservations by managing inquiries

• 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 communication.

• 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.

• Other duties as assigned

Percentage Of Time30

Job Duty CategoryPurchasing and Fiscal Support

Duty/Responsibility

• Travel and purchase reimbursement coordination

• Purchases of supplies, equipment, and services following CSU procurement policies

• Order annual parking placards/parking passes

• Assist the Business Manager with preparing pre and post trip forms, travel forms, and other accounting documents in Kuali

Percentage Of Time10

Application Details

Special Instructions to Applicants

Excited about this role even if you don’t meet every qualification? We are most interested in finding exceptional candidates and seek to make space for unique and relevant skills and attributes, including those coming from less traditional backgrounds. HDS is committed to building a diverse and inclusive community where unique experiences are valued and everyone has the opportunity to contribute. When you apply, rest assured that your application will be assessed by a person and will be considered based on key competencies needed for success in the position.

Please visit us athttps://housing.colostate.edu/about/employment/to learn about the culture and benefits of joining Housing and Dining Services.

To apply please provide a cover letter and resume.Please use your cover letter and resume to align your applicable experience with the minimum and preferred qualifications.Please provide contact information for 3 professional references.

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. References will not be contacted without prior notification to candidates. 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), Valid Driver’s License

Search ContactAmy Mosser, amy.mosser@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 (*).

• • Do you have the ability to lift and wheel 25 pounds as a condition of employment?

• Yes

• No

Applicant Documents Required Documents

• Cover Letter

• Resume

Optional Documents