FTE: (1.0)

FLSA Status: Non-Exempt

This position is benefits eligible

Reports to: Chief Financial Officer

Summary

Colorado State University Foundation (CSUF) receives, manages and invests contributions that benefit Colorado State University. The Office Administrator will serve as the first point of contact at CSUF, providing exceptional customer service, as well administrative and operational support for all staff, as needed.

Essential Functions

Provide professional, positive frontline representation for CSUF while fostering and maintaining relationships with internal staff, CSU partners, and constituents.
Receive visitors at the reception desk by greeting, welcoming, directing and announcing them appropriately, and assisting visitors with parking permits, front door access, and Wi-Fi access.
Handle incoming and outgoing correspondence, including incoming and outgoing mail and emails, and answer, screen and forward incoming phone calls.
Assist the CFO with calendar management, coordinating meetings, expense reporting, travel arrangements, and other administrative tasks, and provide backup coverage for the Executive Assistance, as needed.
Perform other general administrative functions, including mail and package distribution, photocopying, faxing, filing, scanning, proofreading, data entry, and operating and maintaining office equipment (printers, copiers etc.).
Efficiently manage conference room calendars, approve/deny meeting requests, and resolve scheduling conflicts.
Ensure the reception, conference rooms, breakrooms, and all other common areas are tidy and presentable by overseeing maintenance crews, coordinating and overseeing cleaning and maintenance requests, and cleaning up, as needed and appropriate, in between scheduled cleanings.
Maintain appropriate office supplies by checking stocks to determine inventory levels, anticipate needed supplies, place and expedite orders within budget, oversee vendors, and verify receipt of supplies.
Manage internal and offsite document storage and destruction, including indexing and organization of records, document retrieval, vendor management, and assessing cost-saving opportunities.
Set up and organize catered meals and lunches and assist Executive Assistant with board meetings, quarterly staff meetings, and other events, as needed.
Provide data entry support and backup coverage for the gift services/operations team, as needed.
Assist, as needed, with the onboarding process for new employees by preparing workstations, coordinating orientations, and providing necessary support, including processing staff credentials and parking passes.
Assist the HR Manager with administering benefits, staff birthdays and other special recognition efforts, maintaining employee records, and handle administrative tasks related to recruiting, training, onboarding, and offboarding of staff.
Manage and coordinate staff campus parking permit purchases through CSU Parking & Transportation Services and special event parking permits as needed, including parking for board meetings and other CSUF events.
Assist the CFO with procurement and management of CSUF’s insurance policies.
Upload, organize, and archive documents in SalesForce and LawVu.
Maintain accurate and current policies and procedures related to job duties.
Effectively organize work and manage time to accurately meet deadlines.
Maintain regular and predictable attendance to meet position needs.
Other duties as assigned.

Minimum Qualifications

Associate degree or related work experience.
2+ years of progressive operational and customer service experience.
Proven experience in office administration, front office representative or similar role, with a customer service attitude.
Excellent organizational and time management skills, with the ability to prioritize tasks effectively, with a strong attention to detail and accuracy.
Exceptional communication and interpersonal skills.
Proficiency with Microsoft Office Suite programs (Word, Excel, PowerPoint, Outlook).
Must be comfortable with occasional lifting and transporting of items weighing up to 50 pounds, including standard push-pull use of dolly.
Ability to pass a criminal background check including National Sex Offender Registry.

Preferred Qualifications

Bachelor’s degree in business administration, hospitality management, or related field.
Demonstrated ability to interact and engage professionally with a diverse audience of individuals and groups.
Experience working in higher education or finance.
Experience with OnBase or other donation tracking system.
Experience with TSYS or other credit card merchant system.
Experience with ascend, SalesForce, or other CRM system.

Compensation & Benefits

Starting salary range $45,000 - $60,000. Commensurate with experience. Benefits include health, dental, vision and group life insurance, sick time, vacation leave, and opportunity to participate in 401(a) and 403(b) retirement plans.

To Apply

Please send cover letter and resume to CSUF_hiring@mail.colostate.edu. For complete consideration, please submit materials by December 29, 2024.

Conditions of Employment

This is a full-time, in-person position. Anticipated start date will be as soon as possible after posting closes.

CSUF is an Equal Opportunity Employer. Consistent with the Americans with Disabilities Act (ADA) it is our policy to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause undue hardship.

Colorado State University Foundation

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Colorado State University Foundation | Office Administrator