What are the responsibilities and job description for the Administrative Assistant position at Colorado State University?
Position Location
Fort Collins, CO
Work Location
Position is fully in-office/in-person
Research Professional Position
No
Posting Number
202500546AP
Position Type
Admin Professional/ Research Professional
Classification Title
Technical/Support II
Number of Vacancies
Work Hours/Week
40
Proposed Annual Salary Range
$50,000 - $57,000
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, 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.
Desired Start Date
06/01/2025
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
05/11/2025
Description of Work Unit
As one of the nation’s top public research universities, Colorado State University (CSU) in Fort Collins, Colorado, is a land-grant institution, with enrollment of more than 34,000 students. CSU offers 76 undergraduate degree programs, 114 graduate degree programs, 21 professional master’s degree programs, and a Professional Veterinary Medicine program. CSU’s world-class research and scholarship attract more than $400 million in research funding annually, putting the university among top federally funded public universities without a medical school.
Fort Collins is an attractive community of approximately 170,000 located along the Colorado Front Range at the base of the Rocky Mountains, 65 miles north of Denver. The city is routinely recognized as one of the most desirable places to live in the United States. It consistently ranks high on quality-of-life measures by numerous publications; see https://www.fcgov.com/visitor/awards for the complete list. The Front Range has developed into a high-tech hub with companies such as Woodward, Hewlett-Packard Enterprise, IBM, Intel, Keysight Technologies, Broadcomm, AMD, Xilinx, Ball Aerospace, Lockheed Martin, Raytheon, and Northrop Grumman located in or near Fort Collins. The city offers a pleasant climate, excellent schools, and abundant cultural and recreational opportunities nearby. For more information on Fort Collins, check out the City’s website: www.visitftcollins.com.
The Department of Mechanical Engineering (MECH) at CSU offers a curriculum that integrates exceptional classroom learning and in-depth engineering practice for an unparalleled educational experience. Made up of 46 faculty members, 13 staff members, 1,200 undergraduate students, and 150 graduate students, ME is one of the largest departments on CSU’s campus. State-of-the-art labs provide unmatched, hands-on experience to help undergraduate students conceptualize industry environments, and $18M in annual research expenditures provide groundbreaking opportunities focusing on health, materials, and energy, for graduate students to enhance their educational concentrations. Award-winning faculty offer industry and academic perspective and equip each graduate with the tools needed to obtain leading positions in advanced technology fields. The Mechanical Engineering program at CSU includes majors in both Mechanical Engineering and Biomedical Engineering-Mechanical Engineering; both curricula combine classroom learning with engineering practice. Our goal is to give our graduates the engineering skills they need to obtain leading positions in advanced technology fields. Our students are integral members of our research groups, and their thesis and dissertation topics focus on cutting-edge research. Further information about the Department can be found at www.engr.colostate.edu/me/.
Fort Collins is an attractive community of approximately 170,000 located along the Colorado Front Range at the base of the Rocky Mountains, 65 miles north of Denver. The city is routinely recognized as one of the most desirable places to live in the United States. It consistently ranks high on quality-of-life measures by numerous publications; see https://www.fcgov.com/visitor/awards for the complete list. The Front Range has developed into a high-tech hub with companies such as Woodward, Hewlett-Packard Enterprise, IBM, Intel, Keysight Technologies, Broadcomm, AMD, Xilinx, Ball Aerospace, Lockheed Martin, Raytheon, and Northrop Grumman located in or near Fort Collins. The city offers a pleasant climate, excellent schools, and abundant cultural and recreational opportunities nearby. For more information on Fort Collins, check out the City’s website: www.visitftcollins.com.
The Department of Mechanical Engineering (MECH) at CSU offers a curriculum that integrates exceptional classroom learning and in-depth engineering practice for an unparalleled educational experience. Made up of 46 faculty members, 13 staff members, 1,200 undergraduate students, and 150 graduate students, ME is one of the largest departments on CSU’s campus. State-of-the-art labs provide unmatched, hands-on experience to help undergraduate students conceptualize industry environments, and $18M in annual research expenditures provide groundbreaking opportunities focusing on health, materials, and energy, for graduate students to enhance their educational concentrations. Award-winning faculty offer industry and academic perspective and equip each graduate with the tools needed to obtain leading positions in advanced technology fields. The Mechanical Engineering program at CSU includes majors in both Mechanical Engineering and Biomedical Engineering-Mechanical Engineering; both curricula combine classroom learning with engineering practice. Our goal is to give our graduates the engineering skills they need to obtain leading positions in advanced technology fields. Our students are integral members of our research groups, and their thesis and dissertation topics focus on cutting-edge research. Further information about the Department can be found at www.engr.colostate.edu/me/.
Position Summary
The CSU Mechanical Engineering Department in Fort Collins, Colorado is seeking an administrative assistant to support the Department Head and members of the Department.
This person will be expected to:
This person will be expected to:
- Perform all administrative functions to ensure effective and appropriate administrative functioning of the MECH Department;
- Support the MECH Department Head by managing the calendar, scheduling meetings, and perform ad hoc tasks as requested; and
- Support the MECH Graduate Program Specialist by maintaining student databases and listservs, sharing announcements, responding to general inquiries, and supporting HR requests for undergraduate and graduate assistants.
This position reports to the Mechanical Engineering (MECH) Graduate Program Specialist. The primary responsibility of this person is to operate and manage the MECH Front Office by greeting guests and students, creating a welcoming environment, providing clerical support to MECH faculty and staff, purchasing and maintaining sufficient office supplies, ensuring that the Department printer / copier is appropriately maintained and operational, creating and implementing office procedures, and interpreting and applying knowledge of the College and University policies and procedures. The person in this role must demonstrate superior attention to detail and is expected to interact and communicate in a professional manner.
Required Job Qualifications
- Bachelor’s Degree;
- Expertise with Microsoft 365, including Outlook (email, calendar), Teams, PowerPoint, Word, and Excel;
- Demonstrated ability to work with a variety of stakeholders;
- Strong communications skills as evidenced by well-written application materials; and
- Legally authorized to work in the US by the proposed start date.
Preferred Job Qualifications
- Three years of clerical experience;
- Experience with purchasing / ordering;
- Experience with small to medium-sized event planning; and
- Experience interacting with students in higher education.
Essential Duties
Job Duty Category
Reception
Duty/Responsibility
- Provide exceptional customer service to all those who interact with the department office by phone, email, and in person, including students, faculty, staff, prospective students and their families, and external constituents.
- Foster a friendly, welcoming, and inclusive environment by greeting customers and announcing their arrival for appointments.
- Answer the Department’s office phone, answer questions, provide information (as appropriate), and direct callers to other staff or faculty (as needed).
- Respond to in-person, phone, and email inquiries from current and prospective students and Department visitors.
Percentage Of Time
10%
Job Duty Category
Office Management
Duty/Responsibility
- Manage the MECH Front Office, order supplies using Kuali Financial System, stock office supplies, stock paper in the copy machine, collect and sort mail and packages, make on-campus deliveries, and clean-up the office mailroom and kitchenette. Handle administrative duties for ME staff and faculty members, including copying, scanning, labeling, data entry, making phone calls, scheduling meetings and events and reserving rooms, and other miscellaneous tasks.
- Liaise with Telecommunications, Facilities Maintenance, Locksmith, Surplus, and other University departments to support MECH requests. Place requests by phone and online work order, track request through to completion.
- Maintain MECH physical space map and organization chart, including occupants and phone numbers. Work with EMEC to fabricate and maintain office and laboratory signs in the Engineering Building.
- Reserve facilities and rooms for faculty, staff, and students, including alternate exam space, presentation space, student organization meeting space, and space for department events and meetings.
- Manage and maintain the MECH Conference Room, and find alternate space for meetings and seminars when that space is not available.
- Coordinate the textbook adoption process.
- Coordinate MECH commencement needs, including regalia and other as requested.
- Manage the Faculty Mentoring Program, peer evaluations, and student course evaluations.
- Assist students who check in for advising appointments, and work with students to schedule, reschedule, or cancel appointments.
- Open the MECH office daily Monday through Friday at 8am and close at 5pm.
- Assist in creating new student files and organizing advising files.
- Create and maintain an office manual, documenting the processes involved in successful performance of the Administrative Assistant position.
Percentage Of Time
30%
Job Duty Category
Support to Department Head
Duty/Responsibility
- Manage calendar and schedule appointments for the Department Head.
- Make travel arrangements, complete required travel and purchase reimbursement documents, and process internal/external orders in Kuali.
- Answer multi-line phone. Take messages and forward calls to other extensions.
- Plan, coordinate, and execute Department events.
- Manage Faculty and AP Annual Review process in Interfolio.
- Ad hoc tasks as requested.
Percentage Of Time
30%
Job Duty Category
Support to Graduate Programs
Duty/Responsibility
- Plan, coordinate, and execute Department events in support of student recruitment and retention.
- Edit student databases and listservs.
- Upload announcements to student learning management systems, and send to faculty and staff.
- Support hiring processes for undergraduate and graduate teaching assistants.
Percentage Of Time
30%
Application Details
Special Instructions to Applicants
People interested in this opportunity must submit a cover letter, which addresses how education and professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, email addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification to 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.
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 Employment
Pre-employment Criminal Background Check (required for new hires)
Search Contact
Amanda Lager Gleason, amanda.lager_gleason@colostate.edu
EEO
Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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.
Salary : $50,000 - $57,000
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