Administrative Assistant & Proposal Coordinator

Position Location
Fort Collins, CO

Work Location
Position is fully in-office/in-person

Research Professional Position
No

Posting Number
202402162AP

Position Type
Admin Professional/ Research Professional

Classification Title
Prof/Indiv Contrib I

Number of Vacancies
1

Work Hours/Week
40

Proposed Annual Salary Range
$60,000-$65,000

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, commitment to diversity, equity and inclusion, 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.

Desired Start Date
01/20/2025

To ensure full consideration, applications must be received by 11:59pm (MT) on
01/06/2025

Description of Work Unit

Ecosystem Science and Sustainability (ESS) is an academic department within the Warner College of Natural Resources. The mission of ESS is to advance understanding, develop and share insight, and provide leadership for decision makers at the forefront of local, regional, and global sustainability challenges. Department faculty use state-of-the-art technologies and approaches to provide quality education to future scientists, educators and decision makers, conduct cutting edge interdisciplinary research, and deliver culturally relevant outreach programs that empower our students and the public locally, nationally, and internationally.

Position Summary

The Department of Ecosystem Science and Sustainability seeks a proactive and detail-oriented Administrative Assistant/Proposal Coordinator to support departmental operations and enhance research proposal development. This role provides comprehensive administrative support for academic programs, facilitates communication among faculty, students, and external partners, and plays a key role in proposal coordination. The coordinator advises PIs and co-PIs on proposal strategies, compliance, and timelines, providing strategic editing and ensuring alignment with sponsor guidelines. They collaborate with CSU’s Office of Sponsored Programs and represent CSU to external funding sources, fostering relationships with agencies like NSF, NASA, and other sponsors. Responsibilities include interpreting funding regulations, maintaining sponsor systems knowledge, and streamlining submission processes. Additional duties include managing departmental purchases, scheduling, and space coordination. The ideal candidate combines strong organizational and communication skills with a commitment to advancing CSU’s research mission through effective collaboration and administrative excellence.

Required Job Qualifications

• Bachelor’s Degree
• Two years of general administrative/clerical experience.
• 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.
• Customer service experience and leadership support in fast-paced environments.
• Strong communication skills for adapting to changing priorities.
• Professional interaction with diverse groups such as students, parents, and stakeholders.
• Background in Higher Education or Natural Resources.
• Highly developed project management skills.

Essential Duties

Department Administration and Support

• 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.

Proposal Coordinator

• Serve as the primary research administrator for ESS research scientists, faculty, post-docs, and graduate students.
• Assist researchers in identifying research proposal submission requirements.
• 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 regulations.
• Pre-award tasks including reviewing subcontract proposals and interfacing with subcontract institutions.
• Maintain strict compliance with detailed requirements of proposal solicitations.
• Serve as point of contact and coordinate information flow between ESS and other units or institutions.
• Edit and advise on technical narrative sections of proposals.
• Represent ESS to university community, external institutions, and sponsors.
• Final evaluation and approval that each proposal is in compliance before submission.
• Develop procedures and train staff to meet agency and CSU Proposal requirements.
• Create, edit, and maintain performance and funding reports for ESS.
• Manage and enter budgets for ESS faculty/scientists.

Application Details

Special Instructions to Applicants
Applicants must meet the minimum qualifications in the announcement to be considered for hire. Apply no later than 1/06/2025 for full consideration. Mailed or emailed applications will not be accepted.

• Cover letter
• Resume
• Example of writing sample.
• References – include contact information for 3 professional references including at least one supervisor.

CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.

Conditions of Employment
Pre-employment Criminal Background Check (required for new hires).

Search Contact Lauren Hibbard, [email protected]

EEO Statement Colorado State University is committed to providing an environment that is free from discrimination and harassment based on various protected characteristics.