Office Manager / Assistant to the Chair

Office Manager / Assistant To The Chair

Position Location : Fort Collins, CO 80523

Type of Position : Full-time

Classification Title : Admin Assistant III

Posting Number : 202500138P

Open Date : 11 / 21 / 2025

Close Date : 12 / 07 / 2025

Salary : $4,238 - $5,085 monthly + full benefits. A signing bonus of up to $1500 may be considered for successful candidates. Please note current CSU employees and former employees employed within prior 12 months are not eligible.

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.

Position Summary

The purpose of this position is to assist the department chair in all aspects of departmental management and administration. The office manager provides professional, administrative and technical expertise and management of the day-to-day operations of the biochemistry and molecular biology department. This position is also responsible for assistant to the chair duties including tenure and promotion, hiring support, department operations and management of administrative support staff, communications and website management and executive support for the department chair.

Minimum Qualifications

Experience Only : Three (3) years of full-time general clerical or administrative experience in an office setting.

OR Education and Experience : A combination of related education and / or relevant general clerical or administrative experience in an office setting equal to three (3) years.

• Please note, unofficial or official transcripts must be attached if utilizing education to meet the minimum qualifications.

Preferred Qualifications

The highly desired candidate will have a minimum of one year of experience managing operations of a multi-person office and six months of experience with database management systems such as Workday, and with financial systems such as Kuali. Ideal candidates will also have experience with the Microsoft Office Suite particularly Word and Excel. Experience managing website content is preferred. Outstanding interpersonal skills and the ability to successfully work in a collaborative / team environment. Strong oral and written communication skills. Science literacy is also highly desired. Related state service experience is preferred.

Essential Job Duties

Administrative Support for Department

Act as Human Resources Liaison, advise faculty regarding all hiring processes; accessing Oracle to maintain employee data and assignments, monitor appointment expirations, request background checks, ensure proper documentation of new hires, distribute and enter monthly leave, enter positions and postings in TMS.

Provide guidance and administrative support for the department of biochemistry and molecular biology on university, college and departmental policies and procedures and monitors adherence to said policies / procedures in areas such as personnel, curriculum, student and academic records, student financial support, annual and comprehensive performance evaluations of faculty and staff, faculty tenure and promotion, faculty and staff recruitment, regulatory compliance, faculty and staff grievances, consulting and conflict of interest.

Manage departmental communications, including the webpage and social media presence.

Provide administrative support in all areas associated with the department chair position : Assist with and prepare sensitive and critical documents for a wide range of CSU administrative requirements, including tenure and promotion packets; progress and post-tenure faculty reviews; faculty annual activity reports; faculty and staff annual evaluations; conflict of interest / roles and responsibilities reporting and management plans; joint, affiliate and non-tenured regular faculty reappointments; faculty awards; sabbatical applications; faculty transitional appointments; and department code changes.

Serve as primary liaison to the office of the dean, office of sponsored programs, department of business and financial services, and human resources department; provide communications both written and oral that are professional and representative of departmental leadership.

Office Management

Manage and coordinate operations of departmental office including development of policies and procedures, personnel management, and training :

Assess classifications, hire, supervise, train, approve leaves and provide evaluation of three State Classified Personnel within the departmental office with signature authority for State Classified staff.

Serve as Work-Study Coordinator, Departmental Designee for Workers Compensation, Key Manager, and Departmental Colorado Combined Campaign Coordinator.

Ensure security and confidentiality of sensitive department records.

Serve in the role of building proctor for the department; assist with special building projects, such as remodels, building maintenance issues, and improvements.

Provide leadership for one Admin III and one Admin II in support of the departments missions in teaching and research; inspire teamwork, service and a productive work environment; manage and allocate employee job responsibilities to streamline workload and meet goals of department; prioritize workload to meet critical deadlines for grant proposals, payroll actions and financial reporting; provide opportunities for staff training and professional development; manage staff performance by establishing standards / goals, addressing performance problems, and conducting performance evaluations; approve leave requests; interview and hire staff when needed.

Compiling Reports

Determine research and acquisition methods for report development. Research information, prepare and compile reports including : Annual Departmental Activities Report, Department 5-year Review, Faculty Annual and Comprehensive Reviews, Faculty Tenure and Promotion Recommendations, and Semester Course Reports.

Research and compile information for any special reports requested by the university administration.

Special Projects / Events

Assists Admin III (grad coordinator) with large event planning and execution as necessary.

Coordinate and manage special projects and events as assigned by the department chair, including annual department retreat, annual awards and graduation reception and holiday party.

Application Details

Special Instructions to Applicants :

APPLICATION INSTRUCTIONS AND INFORMATION :

Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.

Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note : Part-time experience will be calculated to determine the full-time equivalent.

The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

Applicants may redact information from this initial application that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

INCOMPLETE APPLICATIONS :

If an Application is considered "Incomplete," the Application will be removed from consideration for the position.

An Application is incomplete if no current / previous employment is included in the Work Experience section of the Application.

An Application is incomplete if "see resume" (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.

Positions requiring a degree or if using education as a substitution for work experience (e.g. : Associate or Bachelor's) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES :

When a resume is listed as a required document, it may be used in the comparative analysis / evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.

Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.

Please see the Required Documents section of the posting.

NOTES :

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates' own expense.

Pertinent updates to your Application status can be obtained by logging into your application account at https : / / jobs.colostate.edu.

All status updates for this position will be sent via email from human.resources@colostate.