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Description of Work Unit
The Department of Agricultural Biology (DAB) is committed to excellence in the creation and dissemination of knowledge about insects, plant pathogens, and weeds. Further, DAB applies this knowledge to solving practical problems related to (1) management of pests in production agricultural systems, in natural resources and recreational environments, and in residential and public areas; (2) environmental quality, and (3) human and animal health.
The Department encompasses the disciplines of entomology, plant pathology, and weed science – thus providing unique opportunities to address critical issues that cut across disciplinary boundaries. BAM focuses its teaching, research, and outreach missions in four program areas each of which involves all three of the department’s disciplinary roots in entomology, plant pathology, and weed science. These programs are 1) Genomics and Molecular Biology, 2) Ecology and Biodiversity, 3) Biology and Management of Invasive Species, and 4) Integrated Pest Management. DAB emphasizes knowledge of pests and related organisms; the roles that they play in ecological, economic, and social systems; and the application of such knowledge to developing economically and environmentally sound solutions for practical problems. Being interdisciplinary in nature, DAB values cooperative and collaborative efforts with other units within the University, as well as other relevant entities in Colorado and beyond.
This Assistant to the Department Head position will fulfill a high-level administrative role directly coordinating and managing administrative functions within the DAB and will directly support the department head in their role as department head and in other administrative roles. The successful candidate must manage multiple priorities and projects and demonstrate creativity, flexibility, self-motivation, and strong problem-solving analysis, and communication skills. The position must exercise significant discretion and excellent judgment.
The position will provide analytical support to the department head (i.e. in the analysis of departmental productivity and impact, student post-graduation success, and trends in fundraising). This position will directly support the department head including scheduling meetings; creating correspondence and reports; making travel arrangements; organizing conferences and meetings, and creating and maintaining departmental files. The position will represent the department with other university administrative offices, off-site research center personnel, and the general public. This position will also coordinate and supervises other office personnel including state classified employee(s) and student hourly position(s); participate in the interview and selection process; provide training and support for these positions including assigning job duties, monitoring monitors job performances, and participates in the annual review and evaluation process.
This position will be responsible for organizing departmental events as well as informing department personnel of opportunities, deadlines, policies and procedures, holidays, etc. This position will assist in the preparation of reports and other documents such as periodic departmental program reviews and related annual reports; reviews and evaluations of Agricultural Experiment Station proposals; faculty USDA-NIFA Project reports; salary increase documents and correspondence; faculty evaluation documents; promotion and tenure review documents; administrative professional review documents; special projects; and proposals. The position will serve as support and coordinate all phases of faculty and academic searches by providing direct assistance to the search chair and screening committee. This position will also serve as the departmental TMS liaison. The Assistant to the Department Head will serve as a building proctor, which includes reporting and following up with any building issues. In addition, duties will include following up with lab safety inspections to ensure all violations are repaired and working with the Property Management department to complete an inventory of departmental assets. Other duties will include maintenance and updates of the departmental webpage, writing donor acknowledgment letters, leave reporting, and serving as the department contact for HR-related activities. Other duties as assigned.
Three years of full-time (36 months, 40 hours/week) general clerical experience.
College or university coursework in Business, Communications, Liberal Arts, or Sciences may substitute for the required experience on a year-for-year basis.
Note to Applicants: To use this substitution, transcripts must be attached to the application.
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
Demonstrated knowledge of and experience with MS Office Suite; specifically Outlook email and calendaring, Word, Excel, and Publisher.
Demonstrated knowledge and experience with other software programs such as WordPress, Adobe Photoshop, Adobe Acrobat, Oracle, TimeClock Plus (electronic timeclock), Kuali Financial System (KFS, financial database system), PeopleAdmin-Talent Management System (TMS, applicant tracking system), ARIESweb (student records/database system), and/or Digital Measures-Faculty and Staff Activity System (FSAS).
Three or more years experience in an academic environment either at Company or another institution of higher education.
Experience interacting and communicating (written and verbally) with all levels of an organization with tact, diplomacy, and discretion.
Excellent interpersonal skills, with the ability to work cooperatively with groups with diverse backgrounds and varying levels of work experiences.
Ability to handle multiple projects, make independent decisions, meet required deadlines, and prioritize assignments.
Demonstrated adherence to the highest degree of professional standards, with an excellent work ethic and ability to maintain confidentiality
Experience with or demonstrated appreciation of the life sciences and/or agriculture in a candidate’s educational or professional background.
Demonstrated organizational and problem-solving skills.
Report directly to the Department Head and has delegated authority to perform professional level programmatic and administrative functions.
Manage the Head’s calendar using sound judgment about the use of the Head’s time; Monitor and coordinate arrangements for department-related presentations, projects, and events; ensure the Head is well-informed and aware of upcoming departmental, college, and university deadlines.
Draft and/or prepare correspondence, documents, memoranda, and presentation materials for use by the Head; assist in the development of agenda for faculty meetings by tracking topics and issues and capture faculty meeting minutes for publication.
Provide analytical support to the Head by collecting and analyzing information about faculty, staff, students, and programs; provides recommendations to Head that help formulate strategic initiatives.
Communicate regularly and responds to requests from the Dean’s and Provost’s offices.
Organize travel arrangements and process travel reimbursements for the Head.
Provide guidance and administrative support to the Head on University policies and procedures.
Administrator of annual department newsletter; Develop newsletter with content about new faculty/staff, incoming graduate students, upcoming events, past awards, and retirements. Print and distribute newsletter department-wide.
Write letters of gift acknowledgments to donors.
Other activities as assigned.
Serve as the department’s HR liaison between central HR and the Agricultural Business Center (ABC), managing and overseeing HR functions including leave reporting and timesheet management, FMLA administration, worker’s compensation, and employee benefits.
Organize reporting of conflict of interest/annual role and responsibility documentation for faculty and Administrative Professional employees.
Manage department searches by acting as initiator, applicant manager, supervisor, and or hiring authority in the Talent Management System (TMS), for all faculty, postdoctoral fellow, and research, teaching, or extension staff searches.
Create and audits position descriptions, move positions and applicants through workflows, and have a thorough knowledge of the policies and procedures surrounding the University hiring processes for Faculty, Administrative Professionals, and State Classified staff.
Oversee the annual performance evaluation process for Faculty, Administrative Professional, and State Classified employees, ensuring supervisors are aware of established guidelines. Submit evaluation documents to HR or Dean’s office as appropriate.
Serve as department liaison in University EO matters providing guidance on recruiting and promotion processes; draft and initiate communications, while providing guidance for students, faculty, and staff on University policies and procedures.
Direct supervisor for one State Classified, Administrative Assistant III employee who serves as the graduate student coordinator. Hire, supervise, coach, encourage, set goals, and evaluate this position.
Supervise and oversee the Graduate Student Coordinator and that coordinator’s activities related to the DAB Graduate Program, the process for applying to a grad program in DAB, the steps and requirements needed to graduate, the selection of students for teaching assistantships, the coordination of travel and scholarships for students, and the processing of reimbursements for expenditures by students.
Direct supervisor for student office employees (currently one Student Administrative Assistant). Hire, supervise, assign tasks and responsibilities, coach, encourage, set goals, and evaluate these positions.
Design and implement a performance tracking system, train, assign duties and tasks, meet with to coach and mentor the employees, identify appropriate professional development opportunities for the employees, and perform bi-annual performance reviews.
Act as primary resource to provide specialized advice to department supervisors in order to resolve departmental issues such as human resource issues, space limitations, and long-range planning.
Serve as a delegated supervisor for approving time and effort certifications in the event that the primary supervisor is unavailable.
Primary resource in the department for University policies, College rules, and administrative matters. Continually stays up-to-date and maintain a working knowledge of University systems, policies, procedures, and deadlines relating to faculty affairs, academic programs, HR and OEO processes, and all other areas pertinent to supporting the Department’s mission. Serve as the departmental representative with other College and University units.
Represent the department with other university departments and administrative offices, off-site research center personnel, and the general public. The assistant will be able to provide information and answer questions pertaining to the department’s graduate program, 4+1 program, or undergraduate minors program in daily interactions with both internal constituents such as students, faculty, and staff and external contacts including other academic institutions, industry, research organizations, and the community.
Prepare, review, and submits sensitive and critical documents for a wide-range of CSU administrative requirements, including promotion and tenure packets; progress and post-tenured faculty reviews; faculty annual activity reports; faculty and staff annual evaluations; faculty awards; sabbatical applications; and department code changes.
Create an electronic and paper filing system for the department and maintains them according to the University records retention procedures.
Serve as Plant Science building proctor, coordinating maintenance, repairs, and remodels with Facilities Management; notify the department about important construction happening on or near campus, closings due to weather or construction, and outages affecting the Plant Science building.
Follow up with lab safety inspections by ensuring all violations are remedied; working collaboratively with the Property Management department to perform an inventory of all department assets; research products and vendors to suggest spending and design for renovations, building repairs, improvements, cleaning and/or construction and managing the details of the implementation of minor renovations and repairs to ensure that they serve program needs.
Administrator of department website, department newsletter, and social media communications. Develop web pages and creates content while continually updating and modifying sites in accordance with University accessibility policies to ensure compliance; administer content, publish, and distribute annual department newsletter; and oversee department social media communications.
Procure office supplies, furniture, and specialty equipment; manage department contracts and service maintenance agreements for department-owned or operated equipment (centrifuge, autoclave, freezers, Xerox, etc.) by communicating with appropriate technicians or service providers; serve as Department Property Contact and acts as the liaison with CSU Inventory specialists; Coordinate disposal and/or surplus of equipment.
Manage Telecommunication requests such as installation/removal of phone lines, data jacks, and faxing services, and issuance of copy codes.
Manage various aspects of department events (approximately 30 events per year), such as coordinating faculty, staff, student’s and visitor’s schedules; locating appropriate settings; arranging catering and other needed services; preparing required materials for events; and arranging for personnel.
Develop strong relationships with external stakeholders including individual donors, commodity groups, alumni, foundations and federal agencies for the purpose of assembling special events, meetings, conferences and progressing the department’s affiliations.
In collaboration with the CSU events team, coordinate the Annual Thornton Massa Lecture, a University-wide event, including travel and accommodations for Keynote speaker; University-wide communications; and logistics for presentation rooms, speaker schedule, catering, and other related activities.
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.
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.
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.
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 ___@___(apply_to_show_email), 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 Company website
Equity, Diversity, and Inclusion at Company
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.
Company 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 ___@___(apply_to_show_email) or call (970) 491- MyHR(6947).
DEPARTMENT CONTACT INFORMATION
Please check the Help link online at Company website/ for assistance on your application or for answers to Frequently Asked Questions.
All other inquiries should be directed to the Company Human Resources Office (970) 491- MyHR(6947).
Company 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. Company 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 Vice President for Equity, Equal Opportunity, and Title IX, 123 Student Services Building, Fort Collins, CO. 80523, (970) 491-1715.
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
Company 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 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 Company website.
A standard appeal form is available at: Company website. 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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