Office Manager

Job Description Position Summary The Physics department resides within the College of Natural Sciences at Colorado State University. Physics, the most fundamental of sciences, is the study of motion, matter and energy at scales ranging from the cosmological to subatomic. At CSU, you will receive a practical, hands-on, and individualized education at a leading research institution. This department holds the mission to increase national and international recognition as a department committed to excellence in research; graduate highly competent well-educated students at all degree levels; and to provide professional services to the people of Colorado. To learn more, please visit their website. The Physics Office Manager provides professional, administrative and technical expertise and management of the day-to-day operations of the Department of Physics to the Department Chair, 22 faculty members, research staff, and office staff. This position is also responsible for assistant to the Chair duties including tenure and promotion, hiring support, post-award activities, department operations and management of financial and administrative support staff, communications and website management and executive support for the Department Chair. Reporting to the Department Chair, this position is responsible for facilitating to completion a number of independent tasks. Such tasks are often the sole responsibility of this individual, with limited supervisory input. This position works directly with the Department Chair to ensure that the mission and directives of the college, department and university are adhered to. This position relieves the Department Chair of operational and administrative duties and requires a thorough knowledge of University and departmental policies, procedures, and operations. This position will close on midnight on August 10th. Job Duties Assist the department chair with day-to-day operations of the department and administrative matters, and with special projects and special events. Assist with the preparation of sensitive and critical documents for a wide range of CSU administrative requirements, including tenure and promotion packets; progress and post-tenure faculty reviews; faculty annual activity reports; faculty and staff annual evaluations; conflict of interest/roles and responsibilities reporting and management plans; joint, affiliate and non-tenured regular faculty reappointments; faculty awards; sabbatical applications; faculty transitional appointments; offer letters; and department code changes. The office manager also maintains departmental files, sensitive/confidential and otherwise. Serve as primary liaison to the Office of the Dean, Office of Sponsored Programs, Department of Business and Financial Services, Human Resources Department, and Facilities to accomplish duties related to the Department’s teaching, research and service missions, and also to stay up to date with changes to University systems, policies, and procedures. Serve as the building proctor for the department and handle communications involving building service outages issues with facilities within the building. Oversee and manage state classified office staff and student office workers in support of the department’s missions in teaching, research, and service; inspire teamwork, service and a productive work environment to meet goals of department. Collaborate with Human Resources in facilitating recruitment for faculty, administrative professional, state classified, and assisting with student/non-student hourly positions to ensure successful and timely hiring. Collaborate with Finance personnel to provide department purchasing support, which include working with procurement, informing purchases of rules and procedures, and providing training for department personnel for purchasing practices. Responsible for department communications including collection and dissemination of newsworthy department events and periodic updates to the website including updates to incoming Faculty and Graduate Students, and advertising for department events. Other duties as assigned. Line/Staff Authority (Supervision) Two direct, full-time state classified employees and student hourly employees. Conditions of Employment Pre-employment Criminal Background Check (required for new hires) In-person Minimum Qualifications To be considered for this position, candidates must demonstrate in the application materials: Experience Only: Three (3) years of full-time general clerical or administrative experience in an office setting. OR Education and Experience: A combination of related education and/or relevant general clerical or administrative experience in an office setting equal to three (3) years. *Please note, unofficial or official transcripts must be attached if utilizing education to meet the minimum qualifications. Preferred Qualifications The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position: Experience working in higher education Demonstrated ability to supervise office staff Ability to interpret complex rules, regulations, policies, procedures and guidelines and apply them appropriately Experience with CSU systems or similar software systems (Microsoft Office Suite, Workday, Banner, Kuali, Interfolio,) Strong problem-solving skills including those specific to the Building Proctor duties—such as familiarity with overseeing building maintenance, issues in scientific labs, and emergency response/first aid requests. Demonstrated ability to prioritize a high volume of work with high level of productivity, accuracy and professionalism and attention to confidentiality where required. Excellent communication and interpersonal skills Directly related state service experience Salary Range $51,360-$56,628 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! Application Information Required Application Documents To apply, please upload the following applicant documents. Ensure your materials fully address the required and preferred job qualifications of the position. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution. Cover Letter, Resume/CV Application Instructions and Information For State Classified searches, you may be able to skip the Experience, Education, Certification, Language, and Skills sections. Be sure to review the qualifications in the job posting to determine whether these sections should be completed. If additional documentation is required or should be uploaded to meet the requirements of the position, please attach all required documents in the Required Application Documents section as specified in the job posting. Clearly outline dates of employment (Month & Year) for each position listed in the Work Experience section of your application. Human Resources must be able to evaluate your experience based on this information. The Work Experience section is the only part of your application used to determine if minimum qualifications, as outlined in the job posting, have been met. The application is the legal document on file; resumes will not be reviewed to determine minimum qualifications. Incomplete Applications Applications will not be considered if: The Work Experience section is blank or lists “see resume.” Job duties are missing for any listed position. Month/Year employment dates are not included. Notes Appointment to the vacancy or vacancies represented by this announcement is expected to be made 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 exam(s) and/or interview(s) that require candidates to appear in person, at the candidate’s own expense. Pertinent updates to your application status can be obtained by logging into your candidate account. Salary is commensurate with relevant experience and/or education and will be determined in accordance with State Classified compensation policies. Current CSU employees should apply through the Jobs Hub in their Workday account. 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 their entire work history within the State Classified System, including at Institutions of Higher Education, is included in the application so that time-in-series can be accurately calculated. 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 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. 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 A standard appeal form is available at: 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: View phone number on click.appcast.io. Phone: View phone number on click.appcast.io. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.