Administrative Coordinator

Job title: Administrative Coordinator

Company: Colorado State University

Job description: Posting Detail InformationWorking Title Administrative Coordinator
Position Location Fort Collins, CO
Work Location Position qualifies for hybrid/in-office work
Research Professional Position No
Posting Number 202401920AP
Position Type Admin Professional/ Research Professional
Classification Title Prof/Indiv Contrib I
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range $50,000-$60,000
Employee BenefitsColorado 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 , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.. . !
Desired Start Date 01/06/2025
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 12/01/2024
Description of Work UnitThe One Health Institute (OHI) at Colorado State University (CSU) is a unit that facilitates research activities at the intersection of human, animal and environmental health. The institute supports transdisciplinary research that spans all eight colleges at CSU and provides infrastructure and framework for collaborative engagement, networking and teaming to find solutions to complex problems.
Position SummaryThis position is responsible for coordinating and executing One Health events, managing the full event and meeting calendars for the CSU One Health Institute (OHI). The position will provide administrative support to OHI faculty, staff, and students as well as faculty from all 8 Colleges at CSU including Directors/Associate Directors of Centers, Institutes and other Special Academic Units (CIOSU’s) related to OHI needs. The successful candidate must manage multiple priorities and projects and demonstrate attention to detail, creativity, flexibility, self-motivation, strong problem solving, analysis, and communication skills.
Required Job Qualifications

• Bachelor’s degree in Business, Communication, Sciences, Liberal Arts or related field.
• Events coordinating experience.
• At least one year director level calendar management experience.
• Administration and office experience.
• Knowledge of and experience working with basic regulations, guidelines, policies, other parameters, and objectives to productively communicate with proven ability to meet deadlines and remain on budget.
• Demonstrated ability to communicate professionally to diverse stakeholders; both written and verbal.
• Demonstrated ability to interact professionally and in a timely manner with internal and external constituents.
• Strong project and event planning, administrative, and organizational skills, and demonstrated problem solving ability.
• Demonstrated experience in providing exceptional customer service.
• Demonstrated computer skills specifically in Microsoft Office Suite.

Preferred Job Qualifications

• 2+ years of event planning experience.
• 3+ years of experience in administration, office, and calendar management.
• Demonstrated experience and interest in the environment and sustainability.
• Strong organizational and detail oriented skills as demonstrated by work experience.
• Experience working in research and academic environments.
• Developed interpersonal and teamwork skills to successfully work with diverse groups.

Diversity StatementAbility to advance the department’s commitment to diversity and inclusion through research, teaching and outreach with relevant programs, goals and activities.Essential DutiesJob Duty Category Administrative Financial Coordination
Duty/Responsibility

• Manage Director and OHI event calendars.
• Track activity expenditures and manage invoices, POs, and receipts associated with travelers and events.
• Maintain and order program supplies as needed.
• Maintain P-Card expenditures including purchases, receipts, hospitality forms, and allocations.
• Secure necessary PO’s (contracts and budgets) and process orders, paying vendors.
• Process speaker honorariums and travel stipends.
• Manage the administrative tasks associated with the day-to-day office responsibilities.
• Manage and maintain the Institute facilities, including all meeting and conference rooms, common areas, storage, technical equipment and supplies.
• Assure that office machines are in working order, ordering necessary supplies/parts and obtaining work orders when appropriate.
• File, copy, word-processing, faxes, data entry, edit copy.

Percentage Of Time 70
Job Duty Category Events Coordination
Duty/Responsibility

• Event responsibilities may include, but are not limited to, coordination of event details, make travel arrangements; work with vendors for services; processing contracts and agreements in accordance with University and State regulations; work with team members to publicize and communicate event details
• Coordinate event communications, registration processes and data management for events, and overall support for OHI and the Director in achieving set goals for each event.
• Manage and execute event requests for One Health’s Director, staff, affiliates, and collaborators and act as a resource for event planning needs within OHI.
• Organize, coordinate, and provide onsite and offsite assistance for conferences, conventions, meetings, seminars, exhibitions, workshops and other events.
• Work with vendors within University and State regulations, involving: requirements for events; costs for services; special needs; accommodations, etc.
• Responsible for organizing participants’ accommodations and transportation.
• Responsible for event follow-up, including report out of notes, meeting highlights, action items.
• Maintain the event calendar for OHI event spaces utilized by both internal and external clients.
• Serve as the primary point of contact in regard to use of these OHI spaces and coordinate needs for these events with building personnel & Facilities Management as required.
• Manage, organize, and coordinate all OHI’s regular and special meetings including monthly project collaborators, workshops, colloquiums, guest speakers, and special happenings as needed.

Provide onsite management and/or support for events, including occasional nights and weekends.
Percentage Of Time 30Application DetailsSpecial Instructions to ApplicantsFor full consideration, please apply by 12/01/2024, 11:59 pm (MT) with a cover letter addressing the required and preferred qualifications, resume, and contact information for 3 professional references. 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 Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Jessica Hunter, Jessica.Hunter@colostate.edu
EEO StatementColorado 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 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, .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, .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, .Any person may report sex discrimination under Title IX to the .
Background Check Policy StatementColorado 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 RequestedReferences RequestedMinimum Requested 3
Maximum Requested 3Supplemental QuestionsRequired fields are indicated with an asterisk (*). * * Do you have a Bachelor’s degree in Business, Communication, Sciences, Liberal Arts or related field?

• Yes
• No
• * Do you have experience coordinating events?

• Yes
• No
• * Do you have at least one year DIRECTOR level calendar management, events coordination, and administration and office experience?

• Yes
• No
• * Do you have administration and office experience?

• Yes
• No
• * Do you have knowledge of and experience working with basic regulations, guidelines, policies, other parameters, and objectives to productively communicate with proven ability to meet deadlines and remain on budget?

• Yes
• No
• * Can you demonstrate your ability to communicate professionally to diverse stakeholders; both written and verbal?

• Yes
• No
• * Do you have a demonstrated ability to interact professionally and in a timely manner with internal and external constituents?

• Yes
• No
• * Do you have strong project and event planning, administrative, and organizational skills, and demonstrated problem solving ability?

• Yes
• No
• * Do you have demonstrated experience in providing exceptional customer service and computer skills specifically in Microsoft Office Suite?

• Yes
• No

Applicant DocumentsRequired Documents * Cover Letter

• Resume

Optional Documents

Expected salary: $50000 – 60000 per year

Location: Fort Collins, CO

Job date: Wed, 18 Dec 2024 04:12:11 GMT

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