State of Colorado hiring Administrative Assistant III - Academic Success. in Fort Collins, CO | LinkedIn (2024)

Department InformationWho We AreWe are the largest community college in Colorado, enrolling close to 28,000 credit students annually in a diverse service area with broad cultural and recreational activities. We were one of 30 colleges in the initial American Association of Community Colleges Pathways Project , recently selected as a “Most Promising Place to Work” in Diverse Magazine, and profiled as one of six top community colleges for transfer student success in a recent Aspen Institute publication. Our online learning program has twice been listed recently as one of the top 10 community college online programs in the country.

We have strong commitments to student success and to inclusion, equity, and diversity. We are actively seeking to hire a workforce that matches our student community. We are an emerging Hispanic Serving Institution and expect to reach HSI status by 2024 or 2025.

We have worked hard to create a culture of collaboration, innovation, and pride and seek people who share those values and our commitments to student success and equity.

In Addition To Rewarding And Meaningful Work, Front Range Community College (FRCC) Offers a Comprehensive Benefit Package Designed To Provide You And Your Eligible Dependents, Including Domestic Partner, With a Broad Range Of Employer Paid And Employee Paid Benefit Options Including

• Medical, Dental, Vision, Life and Disability benefits, Health Benefits .
• Strong, secure, yet flexible retirement benefits, Colorado PERA .
• Access to a tuition reimbursem*nt program for eligible employees, their eligible dependents and domestic partners at any of the 13 system community colleges.
• Access to an Employee Wellness Program and Employee Assistance Program (CSEAP) .
• A comprehensive leave program, including: annual and sick leave, paid holiday and winter break (we are closed the week between December 25 and January 1.)
• Access to an abundance of professional development opportunities at FRCC.
• Opportunities to work remotely 1 day per week.
• This position does require a strong on-campus presence at Larimer Campus (Fort Collins) and may need to travel to the other two FRCC Campuses.

Description Of JobGENERAL SUMMARY:The Administrative Assistant III provides comprehensive administrative and organizational support for the two schools and Chairs of Business, Information Technology and Writing & Literature, in order to facilitate the efficient operation of the programs offered. This role involves handling a wide range of administrative tasks, providing administrative and budget support, assisting with meeting and event coordination, supervising and providing leadership for student employees, and assisting with various academic and administrative and technical responsibilities.

DutiesAdministrative Support to School and ProgramsProvide administrative support to schools of Business, Information Technology and Writing & Literature by assisting faculty, Part-time Instructors, staff and students.

Serve as the first point of contact for the office, including but not limited to:

• Answering phone calls, responding to emails and forward messages as appropriate. Manage inquires and emergencies, resolving issues and/or escalating issues to the Academic Dean as needed.
• Documenting, updating and maintaining office processes and communication. Submit work orders. Maintain department contact lists and bulletin boards.
• Providing customer service and administrative support to students, Chair, Leads, faculty, staff and other customers.
• Communicating administrative information from department Chair to Academic Dean's office, Vice president’s office, faculty, deans, part time instructors and other campus employees.
• Collect and file syllabi.
• Ensure students are notified when classes and/or courses are canceled.
• Manage signature folders as needed.
• Distribute mail.

Help on-board faculty and instructors, types of tasks include but not limited to:

• Assist Chairs/Leads with completing Account Access Request, MyCourses access and Banner access forms. Help ensure computer technology, copy codes, equipment requests are processed, as needed.
• Order name tags, business cards, keys and access badges.
• Collaborate with other Business, Information Technology and Writing & Literature Administrative Assistants to create, update and maintain team site(s) forms, including:
• Compose, format and maintain various types of departmental reports, correspondence and forms.
• Create and update office procedures, training material
• Maintain curriculum data files, faculty credentials & program specific certifications and program reviews/renewals.
• Support department with room reservations in Ad Astra.

Work with Faculty, Leads and Chair to update course schedules and process FLAC as needed. This includes:

• Work with Leads and Chairs regarding Schedule distribution, completion and department training
• Help complete FLAC related forms as needed.
• Ensure FLAC is processed timely.
• Process all hourly appointment forms as needed.

Supervise Student Staff

• Hire, train, evaluate, and supervise student staff, providing initial and ongoing training and coaching for/with the staff to create a supportive environment for personal and professional growth ensuring a high level of customer service.
• Provide organizational and functional leadership related to student staff management including updating training materials and manuals, providing resource information & communication, and maintaining relevant information related to Business, Information Technology and Writing & Literature programs.
• Coach student staff as/when needed in customer service and technical skills.
• Actively encourage and provide opportunity for student staff to learn new skills, improve existing skills, and strive for excellence in customer service and office technology/support.
• Maintain the student staff schedule for coverage of the Business, Information Technology and Writing & Literature office.
• Ensure all time sheets are approved and processed in a timely manner. Serve as a proxy for time sheet approval as needed for other staff in the Business, Information Technology and Writing & Literature School.
• Process all hourly appointment forms in a timely fashion.

Budget/Purchasing Support

• Update budgets, communicate with Chairs and Leads as needed.
• Purchase and reallocate expenses.
• Pull budget reports for Leads/Chair and Academic Deans.
• Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
• Track Professional Development budget.
• Participate in compiling data for annual budget based on course sections, faculty load forms, etc.
• Complete mileage reimbursem*nt forms and process for payment.
• Process purchase request forms, purchase orders, receiving reports, expense vouchers, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed.
• Help Academic Dean with Perkins purchases, as needed.
• Process invoices for payment and follow up as needed.

Meetings and EventsProvide administrative support to school of Business, Information Technology and Writing & Literature by assisting Chair, Leads, Faculty with managing schedules, meetings and events.

• Help schedule meetings for Chairs and Advisory Boards.

Help coordinate department meetings, types of duties may include:

• Reserving rooms, placing invites on calendars.
• Create and copy Agendas, other material for the meetings.
• Ensure Advisory Boards have meeting invites and meeting notes
• Attend meetings to take and disburse minutes.

Collaborate with staff to organize and manage events, types of duties may include.

• Secure space, identifying vendors, managing budget.
• Process all necessary paperwork, including: Official Function Forms, Contracts, Invoices.
• Setup meeting space and help check in attendants.
• Create and disburse event material.
• Collaborate and help organize campus and college events as needed.

Minimum RequirementsMinimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsThirty-six months (36) of professional, general administrative or office support experience. The primary function of your job must be clerical. Effective verbal and written communication skills are necessary for success in this position. (Part-time experience will be pro-rated). Do not use “SEE RESUME” statements on the application; your application must be completed in detail documenting your experience.

SUBSTITUTION: College, university, from an accredited institution may substitute for the clerical experience as listed above on a year for year basis. (A COPY OF YOUR TRANSCRIPT VERIFYING THE REQUIRED CREDITS MUST BE RECEIVED BY APPLICATION DEADLINE, IF SUBSTITUTION IS USED TO MEET THE MINIMUM REQUIREMENTS)Required Competencies

• Customer Service: Providing admin support to departments
• Communication: Communicate accurate, timely, and detailed information to faculty, staff students, other departments and vendors.
• Problem Solving: Determining the cause of the problem, identifying, prioritizing the situation and selecting a solution.
• Technology: Knowledge of Microsoft Office Suite, WebEx, Banner, Ad Astra, Navigate, COGNOS, Survey Monkey, Formstack. Create and manipulate spreadsheets to extract data, communicating through email in an effective manner, schedule appointments and create and update forms.
• Attention Detail: Updating Banner, completing travel paperwork, updating spreadsheets, processing invoices, processing purchase orders, managing events, scheduling appointments, completing FLAC, assisting with department course schedule.
• Critical Thinking: Understanding Comp Handbook. Processing tutor requests. Making purchases and reallocating expenses. Updating, analyzing data, department site.
• Equity, Inclusion and Diversity: Work with students and staff from diverse backgrounds Treat all students with respect and fairly.
• Establishing & Maintaining Relationships: Providing support to departments, employees, students, and vendors.

NECESSARY SPECIAL REQUIREMENT & CONDITIONS OF EMPLOYMENT: Must submit to and successfully complete a pre-employment background check. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to the job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide Front Range Community College, Office of Human Resources with an official disposition of the charges.

Supplemental Information This posting may be used to fill one or more similar positions in the future. Important Note To Applicants: Former employees of the Colorado Community College System or one of its 13 colleges, who were disciplinary terminated or resigned in lieu of termination, must disclose this information on your completed application.

Comparative Analysis: All state classified employees must be hired and promoted through a comparative analysis process. Part or all of the analysis for this position will include a review of your application material. Applications may be used to assess and rank applicants who meet the minimum requirements, cut to a top group, or establish an eligible list for referral to the position, along with an eSkill assessment subject to change based on size of qualified applicant pool.

Be sure your application material specifically addresses your qualifications, experience and accomplishments as they relate to the duties, minimum qualifications, substitutions, and preferred qualifications listed, including answering all supplemental questions thoroughly and with great detail. Attach additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions may result in your application not being accepted for this position and may affect your score or inclusion in the final pool of qualified candidates.

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we

encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work

environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Front Range Community College is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any

reasonable accommodation requests related to employment, including completing the

application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, JoAnne Wilkinson, at joanne.wilkinson@frontrange.edu or call 303-678-3707.

Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA)The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonableaccommodation for health conditions related to pregnancy or the physical recovery from

childbirth.

If you are an individual who wishes to request reasonable accommodations for an exam, you must do so at least three days prior to the administration of the exam. Please refer to the contact information on the exam scheduling notice or on the specific job announcement.

Notice To Prospective EmployeesFront Range Community College is required by the Clery Act of 1990 to notify prospective employees, current employees, students and applicants where to access our Campus Security Report. The report is updated and published annually in accordance with the Higher Education Amendments of 1998, Federal Student Right-to-Know, the Federal Drug-free Schools and Campuses Act of 1989. This report contains information about:

• Front Range Community College's alcohol and other drug policy
• VAWA policy
• Campus security policies
• Campus/community resources
• Where to find registered sex offender information
• Crime statistics for the previous three calendar years
• Reporting crimes

The Campus Security Report can be accessed in two ways:

• By going to the internet website at: Clery Act Information (Download PDF reader)
• Printed copies of the FRCC Campus Annual Security Report are available on request through the Dean of Students Affairs Office and any college Campus Security and Preparedness Office