Administrative Assistant and Proposal Coordinator

Colorado State University

Dec 27

Applications are closed

Job
Full-time
Junior Level
Research & Development
People, HR & Administration
Fort Collins

Requirements

Required Job Qualifications
Bachelor's Degree
Two years of general administrative/clerical experience. Coursework from an accredited college or university may be substituted for up to two years of general work experience on a year-for-year basis (30 credit hours = one year).
Experience independently managing multiple simultaneous projects or workflows.
Preferred Job Qualifications
Proficiency in MS Word, MS Excel, Adobe Acrobat, Equation Editor, LyX, and other web-based systems for administrative and communication tasks.
Demonstrated experience with grant and research proposal writing/submissions, and University Sponsored programs, including a strong understanding of university research and administration and federal grants and contracts management processes and policies, including working knowledge of federal agency policies and processes.
Customer service experience and leadership support in fast-paced environments, including calendar and meeting coordination.
Strong communication skills for adapting to changing priorities, handling correspondence, and explaining department information.
Professional interaction with diverse groups such as students, parents, and stakeholders.
Background in Higher Education or Natural Resources, with knowledge of academic policies/procedures.
Highly developed project management skills and ability to independently research complex topics and changing processes or systems.

Responsibilities

Manage department calendars, events, room bookings, and coordinate logistics and communication for meetings.
Oversee purchasing, supplies, front office management, and assist faculty/staff with space, keys, travel, and other administrative needs.
Serve as liaison for textbook coordination, course scheduling, and student fee reporting.
Maintain filing systems, handle affiliate faculty appointments, and assist in employee searches.
Ensure effective communication between department head, faculty, staff, and students.
Manage building and facility maintenance, ensuring spaces are clean and organized.
Other duties as assigned.
Serve as the primary research administrator for ESS research scientists, faculty, post-docs, and graduate students, managing and coordinating research proposal submissions.
Assist researchers in identifying research proposal submission requirements, deadlines, formatting narratives, budgets, and other documents.
Counsel and advise on research proposal matters and collaborate with subcontracting institutions.
Coordinate with CSU's Office of Sponsored Programs to ensure compliance with Uniform Guidance and all applicable state/federal regulations.
Pre-award tasks, including, but not limited to, advising in development and review of budgets and justifications, reviewing subcontract proposals and interfacing with subcontract institutions, making decisions on allowable costs, varied IDC rates, cost share, cross-departmental split of IDC rates, responding to questions and concerns of Sponsored Programs, filling out detailed sponsor and CSU forms, and creating and maintaining proposal and project flies.
Locate, read, understand, and communicate a complex array of agency and university regulations for proposal solicitations, procuring a comprehensive knowledge of all sponsor and specific program guidelines; maintain strict compliance with detailed requirements of these solicitations is mandatory for successful proposal submissions.
Serve as point of contact and coordinate information flow and acquisition of proposal material between ESS and other units or institutions (subcontractors, consultants, service agreements).
Edit and advise on technical narrative section of proposals; revise and format graphics as needed to ensure a clean and legible narrative; collate various sections with proper formatting, ensure compliance with guidelines for electronic submissions, such as NSF FastLane and multiple and varied sponsors on the Grants.gov electronic system.
Represent ESS to university community, external institutions, federal and state agencies, and current and potential sponsors.
Final evaluation and approval that each proposal is in full compliance with guidelines prior to submission; uploading of all documents to sponsor websites.
Develop procedures and train staff to meet agency and CSU Proposal requirements.
Establish workflow deadlines, requiring exceptional time management skills and attention to detail due to the frequent overlap of multiple proposal and agency deadlines.
Create, edit, and maintain performance and funding reports for ESS.
Manage and enter budgets for ESS faculty/scientists.

FAQs

What is the location of the Administrative Assistant and Proposal Coordinator position?

The position is located in Fort Collins, CO and is fully in-office/in-person.

What is the proposed annual salary range for this position?

The proposed annual salary range for this position is $60,000-$65,000.

What qualifications are required for this position?

Candidates must have a Bachelor's Degree and a minimum of two years of general administrative/clerical experience, with the possibility of substituting coursework for work experience.

Are there preferred qualifications for this position?

Yes, preferred qualifications include proficiency in various software (MS Word, MS Excel, Adobe Acrobat), experience with grant and research proposal writing, and strong communication skills.

What are the main responsibilities of the Administrative Assistant and Proposal Coordinator role?

The main responsibilities include managing departmental operations, supporting research proposal development, coordinating communication among faculty and students, and overseeing proposal submissions in compliance with sponsor guidelines.

What is the application deadline for this position?

To ensure full consideration, applications must be received by 11:59pm (MT) on January 6, 2025.

What should be included in the application?

A complete application consists of a cover letter, a resume, an example of a writing sample, and contact information for three professional references.

Will references be contacted without prior notification?

No, references will not be contacted without prior notification of candidates.

Is there a background check required for employment?

Yes, a pre-employment criminal background check is required for new hires.

Who can assist with accommodation needs during the application process?

Applicants needing assistance or accommodations with the search process can reach out to the listed search contact, Lauren Hibbard.

What can applicants expect regarding diversity and inclusion?

Colorado State University is committed to an environment free from discrimination and harassment and expects candidates to advance the department's commitment to diversity and inclusion.

Colorado State University

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At Colorado State, there’s this energy we all share—this undeniable excitement for what’s next. And it’s a feeling you can only find here. As you choose a college, one of the biggest questions most students have is what to study. At Colorado State, we offer over 250 programs, over 50 minors, and several advising tracks. That means you’ll have the ability to reach your goals — no matter what they are. Founded in 1870 as the Colorado Agricultural College, Colorado State University is now among the nation's leading research universities. Our world-class research in infectious disease, atmospheric science, clean energy technologies, environmental science, and biomedical technology attracted more than $300 million in research funding annually. Our professional programs in veterinary medicine, occupational therapy, journalism, agriculture and construction management are ranked among the nation's best. Colorado State is the "university of choice" for Colorado residents; 30% of all of Colorado's science, math, engineering and technology majors pursue degrees at CSU. This is LinkedIn account is officially recognized by Colorado State University; however, the views and opinions expressed on this page are not necessarily those of the University. CSU retains discretion to allow or disallow comments and/or posts on this page. For more information about CSU’s Social Media Policy, visit http://www.socialmedia.colostate.edu.