Academic Administrative Coordinator

Colorado State University; United States; On-site; USD 60,000 - 75,000; Full time

Job summary

Colorado State University (CVMBS) seeks an Administrative Coordinator to provide executive support for faculty affairs, academic initiatives, and college operations. You will collaborate with the Dean’s Office leadership and academic departments to advance faculty success initiatives, manage confidential processes, and ensure timely compliance with university policies.

Ideal candidates bring a Bachelor’s degree or 5+ years of administrative experience, excellent organizational and communication

Qualifications

• Bachelor’s degree or 5+ years of administrative assistant experience.
• Ability to handle confidential communications with discretion and good judgment.
• Excellent organizational skills and attention to detail.
• Excellent interpersonal, verbal, and written communication.
• Experience with MS Office, including PowerPoint.

Responsibilities

• Provide executive and administrative support to senior leadership including calendar management, meeting coordination, travel arrangements, and prioritization of commitments.
• Support faculty development and engagement initiatives with departments and the Provost’s Office.
• Monitor deadlines and ensure compliance for faculty reviews, promotions, sabbatical processes, and emeritus status applications.
• Assist with department head reappointments and communications related to leadership discussions.
• Coordinate Faculty Council elections and college committee records.
• Maintain knowledge of policies and procedures and support reporting and documentation workflows.
• Prepare reports and documentation for hiring, retention, and accreditation; support hiring processes including offer letters.
• Support events and strategic initiatives to improve operational effectiveness and advance college priorities.
• Supervision: No formal supervisory duties.

Skills

Discretion and good judgment

Confidential communications

Organizational skills

Attention to detail

Verbal and written communication

Problem-solving

Microsoft Office

PowerPoint

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

PowerPoint

Job description

Position Summary

This position provides administrative, operational, and project coordination support for faculty affairs, academic initiatives, and college operations within the College of Veterinary Medicine and Biomedical Sciences (CVMBS). The person in this position will work closely with the Executive Assistant to the Dean, Associate Dean for Faculty Success and Innovation (ADFSI), Associate Dean for Research (ADR), and local academic departments to support faculty success initiatives, faculty lifecycle processes, and a variety of strategic college priorities. Responsibilities include coordinating faculty-related processes, professional development initiatives, meetings, events, and administrative workflows while ensuring compliance with college and university policies and deadlines. The position serves as a key resource for faculty, staff, academic leaders, and university partners, fostering effective communication and collaboration across the College. The successful candidate will thrive in a fast-paced academic environment and demonstrate exceptional organizational skills, attention to detail, sound judgment, and a strong commitment to service in support of the College's teaching, research, clinical service, and outreach missions.

Essential Job Duties

• Provide executive and administrative support to the ADFSI and ADR, including calendar management using MS Outlook; meeting coordination, preparation, and follow-up; travel arrangements; and prioritization of commitments.
• In collaboration with college academic departments, HR, and the Provost’s Office, support the ADFSI with faculty development and engagement initiatives, including early-career faculty cohort meetings, new faculty orientation, promotion and tenure training.
• Monitor Provost submission deadlines and college document compliance for faculty annual and mid-point review; faculty promotion and tenure cases; sabbatical leave requests and reports; emeritus status applications; and reappointment memos.
• Support academic leadership processes by assisting with department head reappointments, identifying and tracking faculty issues and priorities for leadership discussion, and coordinating related communications and documentation.
• Coordinate academic governance activities, including Faculty Council elections, committee appointments, maintenance of college committee membership records, and tracking of college representation on university committees.
• Support academic affairs administration by maintaining knowledge of university and college policies, procedures, reporting requirements, and deadlines, and assisting with implementation, reporting, and related administrative processes.
• Prepare and maintain reports, data, and documentation related to faculty hiring, retention, attrition, promotion, accreditation, and other academic affairs priorities; support academic hiring processes, including routing faculty offer letters and related documentation.
• Support academic affairs events, projects, and strategic initiatives, and collaborate with Dean's Office leadership to improve processes, enhance operational effectiveness, and advance college priorities.
• Supervision: No formal supervisory duties.

Minimum Qualifications

• Minimum Education required: Bachelor’s degree in a related field or at least 5 years of administrative assistant experience.
• Minimum Experience/Skills required: Ability to operate with discretion, good judgment, and manage confidential communications and materials. Excellent organizational skills, impeccable attention to detail, and proven experience thriving in a fast-paced work environment where demands may need to be reprioritized frequently. Excellent interpersonal, verbal, and written communication skills. Enthusiasm for creative and independent problem-solving and for juggling multiple tasks under tight deadlines. Resourcefulness and the ability to navigate complexity and ambiguity. Ability to prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures and while juggling multiple requests. Demonstrated experience with a range of programs within the Microsoft Office Suite, including PowerPoint.

Preferred Qualifications

• Administrative experience supporting senior/executive-level staff.
• Experience working in an academic unit in an institution of higher education.
• Ability to review existing processes and identify gaps, provide recommendations, build a strategy to solve, and then implement solutions.

Conditions of Employment

Pre-employment Criminal Background Check (required for all new hires).

Additional Information

For questions about the position, please reach out to Tannyr Newman at [e-mail].

Salary Range

Salary Range $60,000 - $75,000

Employee Benefits

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. 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. Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in!

Background Check Policy Statement

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.

EEO

EEO Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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