Administrative Coordinator

Posting Details
Posting Detail Information

Working Title	Administrative Coordinator
Position Location	Fort Collins, CO 80523
Does this position qualify for hybrid or remote work?	No
Classification Title	Admin Assistant III
Posting Number	202200594P
Position Type	State Classified
Open Date	11/10/2022
Close Date	11/28/2022
Salary	$3,744 – $4,534 Monthly + Full Benefits
Employee Benefits	Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
Full/Part Time	Full-time
State Classified Hourly	No
Overtime Eligible
Description of Work Unit	HOUSING AND DINING SERVICES Housing & Dining Services (HDS) is a multifaceted auxiliary organization responsible for management of on-campus housing facilities, residential dining, conferences, and the CSU Mountain Campus. Other areas within HDS include the RamCard, communications, sustainability, facilities, human resources, technology services, workplace inclusion, talent management, outreach, and business services. Approximately 450 full-time staff and 1,700 hourly and student staff serve the nearly 8,000 students who live on campus, as well as numerous campus and community guests. We strive to provide our residents and guests with safe living environments, quality dining, and exceptional co-curricular experiences. We accomplish this through sound fiscal and operational management strategies, and an emphasis on the development of programs and services that are designed to enhance personal growth and global engagement. Our staff exemplify our values of customer first service, commitment to students and staff, integrity, respect and teamwork, inclusiveness and diversity, innovation, and stewardship in support of the CSU Principles of Community. WORK UNIT As part of HDS, Residential Dining Services’ (RDS) mission is to deliver an outstanding dining experience crafted by an engaged team dedicated to social and environmental responsibility. RDS operates 5 dining centers, 2 convenience stores, a full bakeshop, and a warehouse. We employ more than 1,000 employees who serve 12,000 meals per day to the 6,000 students who live on campus. 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! Visit www.facultyandstaff.colostate.edu to learn more about working at CSU.
Position Summary	The Dining Services Administrative Coordinator position is an integral part of a large department responsible for a $30 million annual budget. This position is the first point of contact for the department responsible for providing seamless service for a wide customer demographic utilizing various communication methods (phone, email, in-person assistance). Must work independently and be able to work well under pressure with multiple projects and consistently changing deadlines. Must also have excellent interpersonal communications skills and ability to maintain effective and collaborative working relationships with multiple constituents. Position must have critical thinking skills to resolve issues that arise within the Dining Administrative office and four dining centers. This position will carry out their responsibilities under the supervision of the Office Manager.
Minimum Qualifications	To be considered for this position, candidates must demonstrate: Three years of full-time general clerical experience.
Substitutions
Preferred Qualifications	The ideal candidate will possess the following competencies (e.g. knowledge, skills, abilities, and other personal characteristics) which have been outlined as essential to performing successful in the position: Previous customer service experience working with diverse customer base while adhering to complex policy and competing priorities. Demonstrated experience in maintaining strict confidentiality and discretion. Exceptional organizational skills and ability to manage multiple projects simultaneously. Excellent verbal and written communication skills. Demonstrated project, event management and collaboration skills to work independently with committees and internal and external customers. Demonstrated computer skills to include advanced knowledge of the Microsoft Office Suite. Related state service experience.

Essential Job Duties

Job Duty Category	Customer Service
Duty/Responsibility	• Serve as the first point of contact for the central office for Residential Dining Services. This position will use critical thinking and problem-solving skills to independently determine how to assist each customer while also maintaining the utmost discretion and confidentiality when dealing with sensitive situations or issues • Communicate critical information from areas within the department to appropriate stakeholders/campus partners. • Demonstrate responsive communication over the phone, in person and in email for all internal and external customer inquiries while adhering to department policies and procedures. • Decide best course of action when dealing with complex customer issues or complaints. • Responsible processing customer payments for meal plans and invoices, including documenting payments received either through the online meal plan tools, over the phone or via Kuali internal order. • Manage guest housing meal program during the summer session.
Percentage Of Time	70

Job Duty Category	Administrative Support & Project Management
Duty/Responsibility	• As part of the Dining Administrative office team, assist the Office Manager to provide seamless customer service; cross-train with the Office Manager Provide Administrative Professional search support for Residential Dining Services. This task includes a high level of confidentiality, attending meetings, and coordinating travel arrangements if required. • Contribute to developing and revising office procedures to ensure that they are in compliance with established policies. • Provide direct support to the Dining Services Senior Team. • Independently lead projects using critical thinking and organizational skills; prioritize and evaluate for appropriate action. Lead the Dining Services’ presentations for Admissions webinar series and virtual student recruitment events for hundreds of prospective students and their families. • Manage multiple calendars and schedule meetings or events as needed for all areas within RDS • Serve on committees, record minutes as requested, generate and/or edit correspondence, generate internal/external office documents. • Manage office supply ordering and budget for Dining administrative offices and dining centers. • Determine correct account numbers and sub-codes when paying invoices and when processing office supply orders. • Understand and follow university rules, regulations, policies and guidelines when committing department resources • Serve as department back-up for processing staff travel. This includes communicating with outside entities and interpreting and adhering to strict university and departmental guidelines. • Responsible for copy-editing documents varying from standard operating procedures to executive-level communications. • Updating records • Have the ability to familiarize oneself with various software packages in order to successfully assist customers and efficiently carry out administrative duties. • Responsible for printing internal HDS ID badges, as well as meal cards.
Percentage Of Time	10

Job Duty Category	Additional Duties
Duty/Responsibility	• This position conducts general office errands, including but not limited to meal card delivery, dropping off items to dining centers, picking up nametags, etc. • Other duties as assigned, including but not limited to serving on various HDS committees and task forces, attending meetings, assisting with RDS searches, etc.
Percentage Of Time	5

Job Duty Category	Visiting Group Management
Duty/Responsibility	• Collaborate and serve as the liaison from Dining Services with Admissions on visit days throughout the academic year. Strategically coordinating on dates and requested and mealtimes. • Managing large to small scale groups with email coordination, ticket or meal cards, and notification to group that is visiting. All communication being timely and professional. • Arrange meal cards services under firm deadlines for approximately 400 visiting groups annually. • Collaborate with and maintain effective working relationship with Admissions and other University departments on visit arrangements to promote recruitment to the University. • Coordinate with dining center on visit specifics including date, time, and number of expected guests. • Work closely with Meal Systems Coordinator to ensure invoices are correctly tracked
Percentage Of Time	15

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.* 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. All status updates for this position will be sent via email from human.resources@colostate.edu , OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications. Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu Equity, Diversity, and Inclusion at Colorado State University The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at hr_service_center@mail.colostate.edu or call (970) 491- MyHR(6947). DEPARTMENT CONTACT INFORMATION Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions. All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).
Conditions of Employment	Pre-employment Criminal Background Check (required for new hires)
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. The Office of Equal Opportunity 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 the Office of Civil Rights, Department of Education .
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.
Employment and Appeal Rights	If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb . A standard appeal form is available at: www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

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