Overview
Office Administrator Jobs in Lombard, IL at Stuever & Sons
Position Location
Fort Collins, CO
Work Location
Position qualifies for hybrid/in-office work
Research Professional Position
No
Posting Number
202500532AP
Position Type
Admin Professional/ Research Professional
Classification Title
Prof/Indiv Contrib I
Number of Vacancies
1
Work Hours/Week
40
Proposed Annual Salary Range
$71,500-$85,000
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, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
Review our detailed benefits information here.
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Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
05/04/2025
Description of Work Unit
The CSU System is a public, higher education system focusing on teaching, research, and service and is comprised of a System Office in Denver and three distinct institutions: Colorado State University in Fort Collins, Colorado; Colorado State University Pueblo in Pueblo, Colorado; and Colorado State University Global, a 100 percent online institution. CSU also has a presence at the National Western Center through CSU Spur, a free educational destination in Denver.
The mission of the Colorado State University (CSU) System Internal Auditing (IA) department is to add value through independent, risk-based assurance, advice, and insight. IA strives to be a trusted, valued partner providing impact for all CSU System Stakeholders.
Position Summary
This position is located at the CSU campus in Fort Collins, Colorado and reports to the Director of the Internal Auditing Department. This position supports a team of nine, including audit staff at both the Fort Collins and Pueblo campuses.
The position performs a variety of technical and administrative duties as required by the daily operations of the Department. This includes providing audit support, managing complex meeting schedules, making travel arrangements, processing expense reimbursements, purchasing supplies for the department, planning and managing logistics for training and teambuilding events, and serving as the departmental human resource liaison, which includes assisting with staff searches and coordinating onboarding and offboarding activities.
The Executive Assistant is instrumental in meeting deadlines and anticipating the daily needs of the staff, including ensuring adequate preparation for meetings and events.
This is a hybrid work arrangement with an opportunity to work remotely up to 3 days per week. The position will require occasional daytime travel to the other campuses and the CSU System Office.
Required Job Qualifications
Bachelor’s degree with at least 2 years of related experience supporting professional staff OR candidates with a high school diploma (or GED) plus 6+ years of related experience supporting professional staff.
Proficiency with Microsoft Word, Excel, and Outlook, PowerPoint.
Demonstrated strong attention to detail.
Excellent interpersonal skills to maintain effective working relationships with a diverse group of constituents.
Excellent written and verbal communication skills with demonstrated ability to apply the rules of grammar to written work products.
Experience with completing work while performing under competing deadlines, shifting priorities, interruptions, and limited time frames.
Ability to maintain confidentiality.
Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.
The successful candidate must be legally authorized to work in the U.S. by proposed start date; Internal Auditing will not provide visa sponsorship for this position.
Preferred Job Qualifications
Experience with basic human resource management tasks, such as entering leave records, assisting with recruitment and hiring, etc.
Proficiency with Microsoft Access, and Adobe Acrobat.
Experience with event planning and execution.
Knowledge of Colorado State University System institutional policies and procedures.
Working knowledge of Human Resource Information Systems and Financial Management Systems.
Working knowledge of applications used by the Colorado State University System (e.g., Oracle or Workday, Kuali Financial System, Talent Management System, Vista Plus).
Experience developing, implementing, and administering departmental office systems, instructions, and procedures.
Essential Duties
Job Duty Category
General Administrative Support
Duty/Responsibility
Use Microsoft Word, Microsoft Access, Microsoft Excel, Microsoft PowerPoint and Adobe Pro to prepare the Internal Auditing materials for bi-monthly Board of Governors meetings.
Maintain and monitor schedules for recurring tasks and ensure timely execution.
Maintain Internal Auditing files and records in accordance with university, state, and internal auditing policies and procedures.
Maintains computer equipment inventory and related records.
Serve as billing point of contact for Internal Auditing applications and submit help tickets for these applications and general IT issues on behalf of staff members.
Log Compliance Reporting Hotline reports and assist the Assistant Audit Director with recording and storing follow-up information.
Perform administrative tasks related to office purchases and expense processing:
Determine proper method for purchasing equipment and office supplies from departmental account and initiate purchases using university applications or a university procurement card.
Maintain electronic files of supporting documentation.
Ensure proper storage of office supplies and equipment upon receipt.
Reconcile expenses on a monthly basis.
Use the Kuali Financial System to initiate invoice payments, purchases, employee reimbursements, and other transactions.
Use the Kuali Financial System to set up travel profiles and process pre-trip and post-travel documents for the Director and Internal Auditing staff according to university policies and procedures.
Use Microsoft Outlook to schedule meetings, occasionally high-volume, and provide meeting support for the Internal Auditing Director and staff.
Schedule staff meetings, leadership meetings, and committee meetings.
Prepare and upload meeting agendas.
In the absence of the Director, respond to urgent communications and direct the communication to the appropriate staff member.
Other duties and projects as assigned.
Percentage Of Time
50
Job Duty Category
Audit Support
Duty/Responsibility
Use Microsoft Word and Adobe Acrobat to proofread, format, publish, and distribute Internal Audit reports, correspondence, and other documents.
Edit according to the CSU Writers Style Guide
Format according to the Internal Auditing Manual.
Assist auditors with monitoring open and overdue recommendations.
Enter new recommendations into the Microsoft Access database.
Generate monthly open and overdue reports from the database and generate certification forms for staff.
Update or close audit recommendations in the database
Prepare and distribute to System leadership monthly or quarterly updates on the status of audits.
Set up new projects in the electronic audit workpaper system.
Create electronic surveys in Survey Monkey at the direction of auditors and monitor survey responses to share results with the auditors.
Assist in the set-up of co-sourced audits, including setting up new vendors in the Kuali Financial System and assisting with vendor onboarding documentation.
Perform duties to assist in the completion of internal audit assignments as requested by staff.
Percentage Of Time
25
Job Duty Category
Risk Assessment Support
Duty/Responsibility
Prepare risk assessment files and surveys for the annual risk assessment process.
In coordination with the Director, prepare the annual risk assessment schedule.
Schedule annual risk assessment meetings for entire team and send questionnaires to interviewees in advance of meetings.
Assist the staff in collecting and summarizing annual risk assessment information and conclusions to help formulate future audit plans.
Percentage Of Time
10
Job Duty Category
Event Planning
Duty/Responsibility
Plan and coordinate logistics related to office events, such as teambuilding and staff training retreats. This includes:
Leading teambuilding committee to plan and coordinate teambuilding activities.
Identifying and scheduling meeting locations and working with local IT support.
Identifying and coordinating with vendors for meal and refreshment service.
Preparing agendas
Coordinating activities.
Percentage Of Time
10
Job Duty Category
Serve as Dept HR Liaison
Duty/Responsibility
Attend bi-monthly HR liaison meetings to keep staff informed of relevant updates.
Reconcile leave records and process any necessary corrections to leave balances.
Serve as search support staff for staff searches in the Talent Management System.
Prepare on-boarding and off-boarding materials for new and departing employees.
Create departmental entries in the HR System.
Cultivate and maintain positive working relationships with different HR-related departments across campus
Percentage Of Time
5
Application Details
Special Instructions to Applicants
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.
To apply, please upload a cover letter that addresses the required and preferred job qualifications, a resume, and the contact information for three professional references by the close of 5/4/2025 athttps://jobs.colostate.edu/postings/159837. References will not be contacted without prior notification to candidates. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.
For questions or accommodations please contact Emily Claffey [email protected].
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires)
Search Contact
Emily Claffey, [email protected]
EEO
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.
Background Check Policy Statement
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.
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Title: Office Administrator
Company: Stuever & Sons
Location: Lombard, IL
