Posting Detail Information

Working TitleExecutive Assistant to the Vice President for Research & Assistant Vice President

Position LocationFort Collins, CO

Work LocationPosition qualifies for hybrid/in-office work

Research Professional PositionNo

Posting Number202402164AP

Position TypeAdmin Professional/ Research Professional

Classification TitleTechnical/Support III

Number of Vacancies

Work Hours/Week40

Proposed Annual Salary Range$70,000 - $80,000

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) on12/30/2024

Description of Work Unit

The Office of the Vice President for Research ( OVPR ) has overall responsibility for promoting and facilitating the research enterprise at Colorado State University ( CSU ). The OVPR and its research enable the University, its faculty, staff, and students to be part of a world-class research institution complementing our learning, service, and outreach missions. The OVPR plays a key role in the 21st Century Land-Grant mission of Colorado State University by fostering and supporting the research enterprise, promoting scholarship and artistry, instilling a culture of integrity, inclusion and diversity, and capitalizing on opportunities to address global challenges. CSU is recognized as one of the premier research institutions and routinely ranks in the top of all American Universities in research expenditures. Student enrollment is approximately 34,000, and the University employs more than 7,200 staff including academic faculty, administrative professionals, and classified staff.

CSU is situated in the city of Fort Collins, a dynamic community with a population of approximately 165,000. Located 65 miles north of Denver at the western edge of the Great Plains and at the base of the foothills of the Rocky Mountains, Fort Collins is a gateway to world-class skiing, hiking, fishing, climbing, and biking. With an average of 300 days of sunshine per year and low humidity, Fort Collins residents enjoy pleasant weather year-round. Fort Collins represents the very best of Colorado with top award rankings from Forbes for “Best Place for Business/Careers,” Gallup Well Being Index for “Healthiest Mid-Size City in America,” CBS Money Watch’s “List of Top 10 Best Places to Retire,” and Outside Magazine’s “Best Towns in America,” among others. See here for more info on the area:http://www.fcgov.com/fcfacts.

Position Summary

The Office of the Vice President for Research is seeking a highly organized and efficient Executive Assistant to support the Vice President for Research and the Assistant Vice President’s. The Executive Assistant will handle a wide range of administrative, operational, and strategic tasks primarily focused on communicating, coordinating, and collaborating with internal and external constituents. This includes academic leaders and university stakeholders as well as industry and community partners at local, state, and national government agencies on behalf of the OVPR leadership team.

The responsibilities for this role include calendar and communication management, meeting support, project management, travel coordination, event planning, search support, office supervision, and office management. The Executive Assistant will multitask in a fast-paced research environment handling sensitive, secure, and confidential records and files with significant discretion. When working on behalf of OVPR and the university, this position will uphold CSU’s Principles of Community and proactively engage in inclusive excellence efforts.

This is a full-time, 12-month, administrative professional position reporting directly to the Assistant Vice President for Research and Chief of Staff. This position is based on the CSU Fort Collins campus, with the potential for flexible work arrangements including in-person/hybrid work.

Required Job Qualifications

• Bachelor’s degree and at least three years of administrative assistant experience, OR anassociate degree and five years of administrative assistant experience, OR a high school diploma and seven years of administrative assistant experience.

• Experience in Microsoft Office Suite with an emphasis on Outlook, Word, PowerPoint, Excel, and Teams.

• Experience working in a position with strict confidentiality.

• Excellent communication and customer service skills with a high level of professionalism.

• Exceptional organizational and time management skills.

• Ability to work under pressure and meet deadlines.

• Strong problem solving and attention to detail.

• Flexible and adaptable to changing priorities.

• Commitment to CSU’s Principles of Community.

Preferred Job Qualifications

• Bachelor’s degree.

• Five or more years of executive assistant experience.

• Experience supervising employees.

• Experience with project management and/or events management.

• Experience coordinating travel.

• Working knowledge of Talent Management System, TimeClock Plus, and Kuali Financial System.

• Institutional knowledge of Colorado State University policies and procedures such as HR processes, student employment guidelines, fiscal operations, and timelines, etc.

• Experience organizing complex executive-level schedules, including managing strategic priorities and interdependencies.

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 CategoryExecutive Support

Duty/Responsibility

• Admin Support:

• Serve as support for the Vice President for Research and Assistant Vice President’s.

• With coordination with other CSU units, provide support for meetings and visits associated with OVPR federal research relations, including scheduling, travel logistics, agenda planning, catering, day-of-coordination.

• Coordinate campus visits by groups such as CERES and CHECRA by communicating with offices of government officials and higher education executives.

• Act as a backup for other administrative assistants when necessary, ensuring a smooth transition of responsibilities and helping to maintain productivity within the organization.

• Assist with training new administrative assistants within OVPR .

• Communications and Information:

• Prioritize and respond to daily volume of communication flow and ensure compliance with all University policies and procedures.

• Handle sensitive, secure, and confidential records and files in a professional manner.

• Assist in the development of presentations and other promotional materials and coordinate the acquisition of additional needed data and information for both internal and external audiences.

• Compile, organize, prepare, and maintain various reports, tables, and databases as needed, utilizing Canva, Qualtrics, university resources, and coordinating with OVPR research analytics office compose/draft proof, edit and finalize written correspondence, sometimes on behalf of leadership.

• Collate performance evaluations for recording, and send salary increase letters.

• Assisting in the management of VP and AVP’s correspondence, helping prioritize responses and develop/manage an organizational system to create efficiencies and follow through on action items.

• Calendaring:

• Manage highly complex calendars ensuring executive’s time is utilized efficiently and that appointments and commitments run smoothly.

• Utilize internal and external calendars to coordinate meetings and ensure all relevant parties can attend while maintaining integrity of appointments. This may include syncing schedules with other admins to ensure all participants can attend.

• Proactively consider calendar priorities and preferences, allocating blocks of time for specific tasks, resolving scheduling conflicts by prioritizing meetings, negotiating with participants, or rescheduling as needed.

• Manage calendar reminders to ensure all participants are alerted to impending appointments.

• Adapt to last-minute changes or unexpected events while maintaining clear communication with executives to ensure they are aware of daily schedule changes.

• Executive Meetings:

• Ensure internal and external participants have the necessary information needed to make well-informed decisions. This includes collaborating with others to create agendas, prepare documents/reports, collect data, and review materials for accuracy.

• Ensure important discussion and decisions are documented. Follow up with attendees and direct the post meeting management of action items and processes.

• Travel:

• Manage all aspects of travel coordination and creating itineraries for VPR , AVPs, candidates, keynote speakers, and external industry liaisons.

• Process travel reimbursements and expenditures reports.

• Project Management/Special Projects:

• Support projects related to OVPR strategic plan research and discovery initiatives.

• Work with faculty counsel and the centers, institutes, and other special units to support biennial reviews through Info Ready.

• Support leadership projects, committees and initiatives including CRAD , Exec Committee, Ops Teams, Centers & Institutes, DEIJ .

• Assist with development and maintenance of the Translational Binder for OVPR / VPR / AVP .

• Collaborate with Office of Sponsored Programs Financial Research Accounting Manager and Research Associate Deans for PI effort certification and reporting compliance.

Percentage Of Time70

Job Duty CategoryOffice Management

Duty/Responsibility

• Office Environment

• Maintain a collegial and welcoming environment in the Vice President’s Office.

• Ensure the front desk reception is staffed.

• Develop and manage office processes and procedures.

• Student Supervision

• Supervise student hourly employees in their day-to-day tasks.

• Participate in recruitment, selection and hiring.

• Provide training on office tasks.

• Coordinate and assign work tasks and projects within the office.

• Manage student employee timesheets in TimeClock Plus

• Monitor and evaluate student job performance.

• Address and resolve conflicts or issues that arise with student employees.

• Procurement

• Purchase office supplies and other needs through approved vendors.

• Monitor procurement card transactions and submit reimbursements for the VP and AVP’s.

• Serve as the reallocator for the VP and AVP’s procurement cards in the system in compliance with policies and procedures.

• Submit purchase orders and Equipment Accountability Change Requests for approval in designated systems.

• Make purchasing choice recommendations which support local and underrepresented businesses.

Percentage Of Time10

Job Duty CategoryOVPR Internally Focused Convenings and Meetings

Duty/Responsibility

• Coordinate all logistics and operational aspects of OVPR internally focused CSU convenings and meetings such as department head breakfasts, all-staff meetings, all-staff appreciation, interview open forums, fall forum/Research Open Forum, New Faculty Research Welcome, and the RAD meetings.

• Responsibilities include venue selection, budget management, timelines, invitations, catering, décor, audio-visual/technology, registration, and on-site management.

• Collaborate with OVPR staff, CSU entities, meeting participants, external partners, speakers, vendors, caterers, etc.

• Maintain Trumba calendar submissions.

• Create meeting registration pages through WordPress.

Percentage Of Time10

Job Duty CategoryNew Staff Admin Support

Duty/Responsibility

Search Committee Support

• Ancillary job duty fulfilled only when workload allows and is delegated directly by EA supervisor.

• Fill search support role for search committees focused on filling leadership vacancies within OVPR .

• Develop and maintain search files, schedule meetings, compile committee members’ decisions, take minutes, and perform overall recordkeeping.

• Arrange in and out of state travel for candidate interviews and house hunting trips.

• Plan and organize onsite interview itineraries and agendas, secure conference rooms, prepare technology, set up onsite tours, and coordinate parking passes with parking services.

• Coordinate reservations for offsite luncheons, dinners, etc.

New Employee Onboarding

• Order office supplies, equipment, name plates, and business cards for new employees.

• Add new employees to email distribution lists, recurring Microsoft Outlook meetings, and applicable Microsoft Teams channels.

Percentage Of Time10

Application Details

Special Instructions to Applicants

Interested applicants must submit a cover letter which addresses how professional experiences align with identified required and preferred qualifications of the position, a current resume, and the names, e-mail addresses, and telephone numbers of three (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)

Search ContactMeghan Suter, Meghan.Suter@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

• Resume

• Cover Letter

Optional Documents