Office Manager

Fort Collins, CO

Full time

R2026106681

Job Description

Position Summary:

The Center for Environmental Management of Military Lands (CEMML) Office Manager anchors the unit's day-to-day operational continuity across three core functions: Common Access Card (CAC) administration for CEMML staff requiring access to U.S. Department of Defense lands and installations; capital asset inventory administration and records management for CEMML's capital equipment portfolio; and direct coordination with U.S. Department of Defense security services and installation personnel on the access, credentialing, and compliance side of CEMML's operating relationships. Around these core functions, the position supports personnel data coordination with Principal Investigators (PIs) and the Warner College of Natural Resources business office, provides recruitment-marketing support in coordination with the Communications Director, and contributes to CEMML's health and safety program in coordination with the Facilities Coordinator. The person in this role must demonstrate sound judgment, attention to detail, and discretion when handling personnel, operational, and access-control information.

Application Deadline:

For full consideration, applications must be received by November 16, 2026 .

Essential Job Duties:

• Administer the full Common Access Card (CAC) lifecycle, including applications, renewals, expirations, replacements, and the CSU-specific processing pipeline, for CEMML staff requiring U.S. Department of Defense installation access. Coordinate directly with U.S. Department of Defense security services, installation personnel, and DoD-affiliated credentialing offices; maintain CAC-status records with proactive expiration tracking to prevent access-lapse incidents; and serve as CEMML's primary operating contact for CAC matters, including troubleshooting and remediation. Prior U.S. military service and familiarity with DoD organizational structures, security-services protocols, and installation-access procedures support effectiveness in coordinating with DoD-affiliated counterparts.

• Direct CEMML's capital asset inventory, including tracking, records management, audit support, and stewardship of the unit's capital equipment portfolio, in coordination with the Facilities Coordinator and in alignment with university capital asset reporting requirements. Support physical inventory verification and periodic audits; coordinate asset transfers, retirements, and disposition documentation in accordance with CSU and federal funding-source requirements; and maintain documentation of asset ownership, custody, and maintenance history.

• Coordinate with CEMML Principal Investigators (PIs)and the Warner College of Natural Resources business office on personnel-data corrections, particularly leave and absence reporting in Workday, including ongoing workarounds for Workday absence-tracking limitations.

• Support CEMML recruitment marketing and job-posting workflows in coordination with the Communications Director, including evaluating and operating job-board platforms, supporting return-on-investment analysis of job-marketing investments, and coordinating with hiring-committee chairs on posting timelines.

• Support development of CEMML's health and safety program in coordination with the Facilities Coordinator, including organizing existing safety plans, building a centralized document repository, tracking training and certifications, supporting safety walkthroughs and incident documentation, and assisting in drafting safety standard operating procedures, policies, procedures, and guidance documents.

• Provide day-to-day operations and administrative coordination across CEMML's Fort Collins offices, including scheduling, materials preparation, asset records management, and internal communications support.

• Other related duties as assigned by the Executive Director or Executive Operations Assistant, as needed.

Conditions of Employment:

• Pre-employment Criminal Background Check (required for new hires).

• Valid driver's license or the ability to obtain a driver's license by the employment start date.

• Legally authorized to work in the United States by proposed start date. CEMML will not provide visa sponsorship for this position.

Supervision:

This position does not supervise staff.

Minimum Qualifications:

• Be a current Colorado State University employee.

• Bachelor of Science in Restoration Ecology, Natural Resource Management, Environmental Science, or a closely related natural-resources or environmental field, from a regionally accredited institution.

• Demonstrated experience administering Common Access Card (CAC) processes for personnel requiring U.S. Department of Defense site access, or comparable controlled-access credentialing programs of equivalent operational complexity, including the CSU-specific or installation-specific processing pipelines.

• Demonstrated experience with capital asset inventory administration, including tracking, records management, and stewardship of a capital equipment portfolio in a federally funded research or operational environment.

• Prior U.S. military service. Veteran preference applies given the position's direct interface with U.S. Department of Defense security services and installation personnel.

Preferred Qualifications:

• Minimum two years of professional experience in a higher education or government environment.

• Demonstrated experience supporting day-to-day office or unit operations, such as document management (e.g., writing or maintaining unit-level policies, procedures, or guidance documents), scheduling, and internal coordination.

• Demonstrated experience working with personnel data, time/leave records, or HR-adjacent administrative workflows.

• Experience working in or supporting a federally funded program, contract, or unit.

• Experience with CSU systems including physical access control systems (e.g., CCURE) or shipping/logistics platforms (e.g., Transtream), Workday, Kuali, Microsoft Suite, and with CSU HR/Payroll workflows.

• Experience supporting recruitment marketing, job-posting platforms, or hiring-outreach coordination.

• Experience with workplace health and safety planning, OSHA-adjacent documentation, or risk management protocols.

• Experience coordinating with U.S. Department of Defense agencies, installations, or contract personnel on access, credentialing, or compliance matters.

• Experience training, coordinating, or supporting peer-level staff in a workplace or campus setting.

• Ability to work independently as a self-starter and manage shifting priorities.

• Demonstrated ability to maintain confidentiality with sensitive personnel and operational information.

Salary Range

$50,000 - $65,000

Required Application Documents

To apply, please upload the following applicant documents. Ensure your materials fully address the required and preferred job qualifications of the position. 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.

Cover Letter, Resume/CV

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. (http://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator. (http://hr.colostate.edu/total-compensation-calculator/)

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in!

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.

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.

Inspired by its land-grant heritage, Colorado State University is committed to excellence and engagement, setting the standard for public research universities in teaching, research, service and extension for the benefit of the citizens of Colorado, the United States, and the world.

Prospective Employees, click here to learn more about CSU's perks and purpose. (https://hr.colostate.edu/prospective-employees/)

Current employees will need to apply for jobs in Workday.