Scheduling & Communications Coordinator

Position Location
Fort Collins, CO 80523

Work Location
Position qualifies for hybrid/in-office work

Type of Position
Full-time

Classification Title
Admin Assistant III

Posting Number
202400177P

Position Type
State Classified

Close Date
01/08/2025

Salary
Monthly: $4,154 - $4,985

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 to diversity, equity and inclusion, 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.

Description of Work Unit

This work unit exists to provide a liberal and practical education to over 200 undergraduate majors in 5-degree concentrations, 150 undergraduate minor degrees, Masters and Doctoral programs for about 70 graduate students and outreach programs for local secondary schools and industry. The unit conducts a program of pure, applied and math education research and provides general degree requirement instruction for the university.

Position Summary

Administrative responsibilities for this position adjust frequently based on demand for existing tasks and adjusted assignments outlined by leadership. Most tasks, if not all, are deadline driven and require the compilation and communication from multiple stakeholders at various management levels. Staff member must be able to disseminate internal information and rework this data into unique university software used by outside entities such as the Registrar’s office. Work includes, but is not limited to, coordinating instructor assignments on a semester basis. Designation of instructors and room allocations based on preferences and availability. Key duties also include: maintaining historical course data to assist in future planning and decision-making, updating and managing departmental webpages with provided content and creating digital communication items. Supporting staff and faculty in organizing and executing conferences and outreach events, in particular the annual Math Day and summer conferences. Decides what operations will be performed and how processes will be implemented for designing forms, posters, webpage content and publications. These activities require a high level of computer knowledge and skills to create and maintain department website and social media accounts. Significant experience and knowledge in the use of WordPress, Canva or InDesign (or other software for creating outreach materials), social media such as Instagram, LinkedIn, Facebook and all Microsoft office products is required.

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

Experience Only:

Three (3) years’ experience as an administrative assistant with the authority to design and implement, without prior approval, the general office and administrative operations to accomplish the unit’s work.

OR

Education and Experience:A combination of related education and/or relevant experience as an administrative assistant with authority to design and implement, without prior approval, the general office and administrative operations to accomplish the unit’s work assigned equal to three (3) years

• Please note, unofficial or official transcripts must be attached with this application

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Directly related state service experience
• Two years of clerical experience at the university level
• BA or BS degree at an accredited university
• Knowledge of event planning
• Experience with scheduling software
• Advanced computer skills to include excel skills, including programming, spreadsheets, modification and creation
• Experience interfacing with databases
• Experience with web design software
• WordPress experience, including creating forms and webpages
• Communication skills, capable of effectively interacting with all levels of an organization: staff, faculty, and university administration
• Demonstrated organizational skills, time management, and problem-solving skills
• Ability to handle complex tasks with accuracy and attention to detail

Essential Job DutiesJob Duty Category: Scheduling of classes: instructors and rooms

• Collect teaching preferences from faculty and instructors. Collect teaching preferences and course preferences from graduate students.
• Build teaching schedule, according to departmental needs and registrar rules.
• Request rooms from registrar and assign classes to rooms.
• Enter faculty teaching assignments made by departmental leadership.
• Work with leadership on teaching assignments for graduate students, incorporating their own class schedules.
• Monitor enrollment in service classes and open potential sections in discussion with leadership.
• Prepare assignment summaries to be sent to instructors.
• Request exam rooms for coordinated courses and assign course sections to rooms.

Job Duty Category: Communications Coordination

• Maintain and update departmental webpages and social media presence on Facebook, Instagram, LinkedIn, and other platforms.
• Create and edit existing electronic forms and fill-able documents, as well as other digital printable materials such as conferences hand-outs, posters, pamphlets, and brochures.
• Create material for and update content for monitors in Weber foyer.
• Basic editing of videos for online classes.
• Department representative for the CNS communications committee.
• Maintain current trends in software designs, keeping in mind the department brand and student recruitment goals.
• Develop, coordinate and implement event organization and planning as project leader.
• Demonstrate organization and problem-solving skills needed to manage multiple projects with attention to detail.
• Serve as a liaison between Mathematics and communications teams at various levels within Colorado State University to foster collaboration and inclusive partnerships.

Job Duty Category: Support of Outreach activities and conferences

• Support faculty-organized conferences at CSU; assist with event plans as assigned for all conferences hosted by the department throughout the fiscal year.
• Support annual organization of department Outreach events, including Math Day (fall), Girls Get Math (summer), Arne Magnus Lectures, and semester poster sessions.

Application DetailsSpecial Instructions to Applicants

• 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 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.

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:

• Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

Diversity, Equity, 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.

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