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The Physics department resides within the College of Natural Sciences at Colorado State University. 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.

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 insure that the mission and directives of the college, university and accrediting authorities are strictly 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.

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

- Primary resource in the department for University policies, College rules and procedures, and other information related to department operations and administrative matters.
- Continually stay up to date and maintain current working knowledge of University systems, policies, procedures and deadlines relating to faculty affairs, academic programs, HR and OEO processes, procurement, and all other areas pertinent to supporting the Department’s mission.
- Serve as the departmental representative with other College and University units.
- Implement and manage strategic initiatives, projects, events and other department business.
- Assist the Chair with special building projects, such as remodels, building maintenance issues, and improvements.
- Assist with and prepare 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; and department code changes.
- Serve as primary liaison to the Office of the Dean, Office of Sponsored Programs, Department of Business and Financial Services, and Human Resources Department; provide communications both written and oral that are professional and representative of departmental leadership.
- Maintain departmental sick and annual leave records, and all other HR files.
- Maintain department’s general files, confidential files, and payroll and personnel records for all departmental employees.
- Maintain historic accounting files, former personnel files, and files for research projects that have ended.
- Disposes of files in accordance with Federal regulations.
- Serve in the role of building proctor for the department. Assists Admin II with large event planning and execution as necessary.
- Backup Capital Asset Management (CAM) processor for the department.
- Manages chair’s calendar, serves as signature authority and signs on behalf of chair for items with delegated authority. Drafts letters, memos, emails/announcements to department.
- Prepares reports and presentations.

- Provide purchasing support to personnel for department purchases. This includes working with procurement, informing purchases of rules and procedures, and providing training for department personnel for purchasing practices.
-Oversee the submission of financial documentation associated with p-card reallocations, DV payments, IO’s and ToF documents. These documents are submitted by the Undergraduate Coordinator.
- Maintain a general awareness of the department’s accounts in their function and their balances to allow for efficient department operation.
- Provide backup to accounting efforts as needed.

- Provide leadership for one Admin III and one Admin II in support of the department’s missions in teaching and research; inspire teamwork, service and a productive work environment; manage and allocate employee job responsibilities to streamline workload and meet goals of department; prioritize workload to meet critical deadlines for grant proposals, payroll actions and financial reporting; provide opportunities for staff training and professional development; manage staff performance by establishing standards/goals, addressing performance problems, and conducting performance evaluations; approve leave requests; interview and hire staff when needed.
- Responsible for general office operations including managing office hours, staffing hours, organization of personnel and physical spaces, and ensuring processes are present to make sure materials, supplies, and services needed for the office to function.
-Maintain a record of the office assignments, assign offices to new graduate students and personnel upon their arrival.
- Ensures department travel processes are running smoothly.

- Serve as hiring coordinator for faculty and state classified positions.
- Serve as back-up hiring coordinator for the department for open pool and Administrative Professional positions. In both cases, ensure department hiring processes adhere to college, HR and OEO policies and procedures.
- Advises department faculty members and department HR liaison on department and university hiring procedures.
- Assist with student hourly and non-student hourly hiring.
- Serve as TMS initiator, applicant manager, and hiring authority to assist in the search process for state classified and faculty positions, create new positions and process promotion requests.
- Monitor search process, reviews rationale for completeness and moves applicants through the search process, and communicates with applicants on application status as needed.
- Assist in the development of position descriptions, ensuring position descriptions are complete, accurate and follow university requirements.
- Provide guidance on processes, requirements and appropriate levels for positions, verbiage, and best practices for successful and timely hiring of candidates.
- Facilitate the arrangement of campus visits for candidates, including interview logistics, travel needs and interview schedules.
- Generate official University offer letters for new hires and reappointment (as back-up for Admin Pro and Post doc positions).

- Manage department external communications. Duties consist of the collection of newsworthy department events and items and distribution of that information to college and university communications (as appropriate) and to department personnel for posting to the department website.
- Conduct periodic review of the website on an ongoing basis, and providing backup for website management when needed.
- Ensure incoming Faculty and Graduate Students are added to the Physics department website, confirming all pertinent information about their office location and research interests is included.
- Assist in the completion of the Physics department newsletter Physics twice a year. Includes writing stores and briefs, providing basic proof reading, and interviewing subjects.
- Assist with marketing efforts for department events.

APPLICATION INSTRUCTIONS AND INFORMATION

INCOMPLETE APPLICATIONS

RESUMES

NOTES

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:

Human Resources – Talent Acquisition Team, at hr_ta@colostate.edu or call (970) 491- MyHR(6947).

Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.

All other inquiries should be directed to the Colorado State University Human Resources Office at HR_Service_Center@colostate.edu or (970) 491- MyHR(6947).

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.

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.

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 www.colorado.gov/spb.


A standard appeal form is available at: www.colorado.gov/spb. 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: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.