Administrative Assistant

Colorado State University•Fort Collins, CO

6d•Hybrid

About The Position

This part-time position provides support for the general administrative operations of a diverse team in the Center for Environmental Management of Military Lands (CEMML) that supports a large-scale Air Force survey, infrastructures, development, and deployment program. Responsibilities include scheduling, producing reports and correspondence, assisting in fiscal activities and rendering consistent office support. Also assists with organizing meetings, travel and events. CEMML is a research, education, and service unit within the Warner College of Natural Resources at CSU. CEMML applies the latest and most appropriate science to promote the sustainable management of natural and cultural resources on Department of Defense (DoD) and other public lands. We provide technical support, conduct applied research, and offer career development and learning opportunities to support resource stewardship. We collaborate with our sponsors and other CSU departments to resolve complex environmental issues, leaving a legacy of science-based decisions that sustain our resources for future generations. To learn more about CEMML’s contributions to land management, our mission, vision, and values, please visit http://www.cemml.colostate.edu/ .

Requirements

High School Diploma.
Three years of professional experience, which demonstrates knowledge, skills, and abilities related to the essential duties of this position.
Experience managing and coordinating schedules for dynamic team operations.
Demonstrated execution and support of a wide range of administrative operations.
Demonstrated experience with purchasing, tracking, and accounting.
Proficient with MS Office tools, including Word, Excel, Powerpoint, Outlook, Teams, and Sharepoint.
Experience with project management tools, such as MS Project, Planner, Asana, or Smartsheet.
Must have a valid driver's license or the ability to obtain a driver's license by the employment start date.
Must be able to comply with all applicable regulations to obtain a Department of Defense Common Access Card (CAC) and public trust clearance.
Candidates are required at a minimum to complete a NACI/SF85 and successfully pass a federal background check to remain eligible for employment by CSU.

Nice To Haves

Experience establishing new administrative initiatives and procedures.
Experience keeping detailed records and notes for leadership and as part of official administrative record.
Experience troubleshooting basic IT issues.
Basic knowledge of ArcGIS and associated suite of products.
Familiarity with Department of Defense mission, and military culture in general.
Excellent organization and time management skills.
Demonstrated ability to learn new skills and take on new responsibilities.
Demonstrated experience handling multiple responsibilities simultaneously.
Experience with database management.

Responsibilities

Functions as part of an interdisciplinary team and must communicate and coordinate with multiple on-site and remote CEMML employees, as well as Air Force personnel.
Adaptive management of administrative systems and processes.
Tracking and managing purchasing (will be responsible for a business purchasing card), travel authorizations, and reimbursements.
Tracking and managing CEMML vehicles and equipment.
Demonstrating excellent communication skills while collaborating within team, as well as with internal and external partners and stakeholders.
Assisting team members with basic IT support. This includes annual software licenses updates and helping new employees with basic computer setup.
Assisting with hiring and onboarding processes for new employees.
Maintaining team calendars, meeting scheduling, and fieldwork scheduling.
Assist with preparation of meeting agendas, meeting minutes, decision logs, and administrative record-keeping.
Create new administrative processes to optimize day-to-day operations and improve team efficiency, draft associated Standard Operating Procedures (SOPs), and generate training materials/resources.
Assisting principal investigator and project manager with maintaining asset management databases and applications.