Colorado State University Communications & Events Coordinator in Fort Collins, Colorado

Posting Detail Information

Working Title Communications & Events Coordinator

Position Location Fort Collins, CO 80523

Classification Title Admin Assistant III

Posting Number 201900009P

Position Type State Classified

Open Date 01/11/2019

Close Date 01/17/2019

Salary $3,528 minimally (salary commensurate with experience) + FULL BENEFITS

Full/Part Time Full-time

State Classified Hourly No

Overtime Eligible

Description of Work Unit

The Department of Chemistry has an international reputation for excellence in research across a broad array of disciplines, including analytical, biological, inorganic, organic, materials and physical chemistry. Ph.D. graduates receive world-class training, participate in cutting-edge (and often interdisciplinary) research projects, and are employed at all levels of academia and industry around the globe. The faculty also enjoy an award-winning reputation for teaching excellence. Undergraduate students benefit both from access to this classroom expertise and from a long tradition of substantive undergraduate participation in research. The Department’s research efforts are supported by a state-of-the-art Central Instrument Facility that provides 24/7 student access to shared instrumentation.

Position Summary

This Communication and Events Coordinator supports the research and scholarly activities of the Department of Chemistry. This position plans and coordinates departmental seminar, symposia and other events; creates and publishes communications for Chemistry website, newsletter, and social media; prepares departmental and university reports; interfaces with external entities including alumni, donors, vendors and event participants; provides administrative support to research-active and teaching faculty and staff; and provides customer service to the greater CSU community through phone, email, and in-person support in the main office.

Minimum Qualifications

Three years of experience providing professional representation on behalf of an organization, including written communication (newsletter generation, social media interactions, email, etc.) and internal and external event coordination.

Substitutions

College coursework will substitute for the required experience on a year-for-year basis.

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position: • One to three years of experience arranging and supporting large meetings and other events. • Proficient with Microsoft Office Suite and Microsoft Outlook. • One to three years of experience in alumni relations, development, event management, or a related field. • Experience managing calendars, arranging appointments and maintaining schedules and deadlines for faculty or administrators. • Excellent verbal and written communications skills which include knowledge and experience drafting, proofreading and editing communications, and delivering those communications via a wide range of channels, such as email, print, web, and social media. • Must be well organized with focus and attention to detail. • Must be capable of independent decision making, and have a proven ability to work in a fast-paced environment, managing multiple tasks and priorities simultaneously within tight timelines. • Must have creativity, initiative and independence in carrying out responsibilities. • Experience using various social media platforms and website administration with Word Press. • Experience using CSU systems, such as Kuali Financial System, Oracle HR system, TMS, ARIESweb, and KFS-TEM travel system.

Essential Job Duties

Job Duty Category Event Planning & Support

Duty/Responsibility

  • Provide planning, coordination and support of departmental events, including alumni events, receptions, workshops, special lectures and symposia; create budget estimates; schedule presenters; secure event space; arrange meals, audio visual equipment, catering, lodging and transportation; gather content to create marketing and program materials including brochures, agendas, program books and handouts; schedule and manage webinars, including audio visual equipment and software; maintain website information and participant registration; track event data and prepare reports.

  • Maintain mailing lists to ensure accuracy of information; maintain files; interact with internal and external constituencies; disseminate marketing and event communications to participants; edit all printed materials.

Percentage Of Time 20%

Essential Job Duties

Job Duty Category Communications & Alumni/Donor Support

Duty/Responsibility

  • Serve as liaison with the CNS Development Team to maintain up-to-date alumni and donor information, create thank you notes to donors to acknowledge gifts, and recommend and coordinate alumni/donor events and related activities.

  • Interface with the Department Chair, Dean’s Office, University Public Relations, and other constituents to draft articles and communications for Chemistry website, University PR (i.e. SOURCE, official press releases from Central, etc.); departmental newsletter articles; and coordinate information flow between different media (website, newsletter, Facebook, etc.).

  • Design and layout Chemistry newsletter.

  • Maintain up-to-date content on Chemistry website and social media outlets by coordinating information, news items, images, events, and other items of interest to students, alumni, donors and faculty.

  • Create, organize and coordinate marketing pieces such as alumni gifts, brochures for special programs, and recruiting materials.

Percentage Of Time 30%

Essential Job Duties

Job Duty Category Faculty Support

Duty/Responsibility

  • Provide administrative support to research-active faculty members: maintain appointment calendars for scheduling of meetings, seminars, travel, etc.; track action items; monitor and respond to routine email correspondence on faculty’s behalf; prepare supporting documents to assist in hiring post-docs and student hourly support; assemble research proposal materials; copy manuscripts and reviews; prepare business correspondence; proofread and edit documents; and order office supplies.

  • Schedule and review University travel for faculty, graduate students and visiting researchers and prepare travel authorizations and reimbursements.

  • Assist faculty with grade books or records of exam scores, post course materials on Canvas, and copy/collate exams, syllabi and other course materials.

  • Assist faculty with special projects and events as needed.

Percentage Of Time 35%

Essential Job Duties

Job Duty Category Department Support

Duty/Responsibility

  • Provide administrative support of the department, including: provide coverage for main office by assisting faculty, staff, students, parents and visitors with inquiries and information by phone, in person, or via email; process travel requests and reimbursements for department staff, students, and postdocs; process meeting and class-related room reservation requests; assist with the research, collection and compilation of data for reports, surveys, and questionnaires; assist with copying and collating large general chemistry exams; provide catering support for various department functions; process incoming and outgoing mail; and assist with special projects as needed.

  • Provide administrative support to faculty search committee chairs, including posting employment ads, moving applications through the talent management system, monitoring and responding to search email inquiries, and arranging travel, seminars and visit schedules for applicants.

  • Research, collect and compile data for various Department, University and industry reports, surveys, and questionnaires.

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.

  • The APPLICATION 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

  • The selection process for State Classified positions may include an exam(s), which requires 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

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), Special Requirements/Other - Must be able to work occasional early mornings, evenings or weekends as needed to support department events. Limited travel may be required during special events., Travel - Limited travel may be required during special events.

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 or expression, or pregnancy and 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/equal access/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 Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) 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. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).


  • Are you willing and able to submit to a pre-employment background check that may include, but is not limited to, criminal history, national sex offender search and motor vehicle history as a condition of hire?

  • Yes

  • No


  • This position will work occasional early morning and evenings in order to support special events. Are you willing to adjust your schedule to meet this need?

  • Yes

  • No

Applicant Documents

Required Documents

  • Resume

  • Cover Letter

  • List of Professional References

Optional Documents

  • Unofficial Transcripts

  • Veteran DD214 Form (Member-4) (For State Classified searches ONLY)