Administrative Assistant III - Instructional

Department Information

Who We Are
We 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 reimbursement 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 hybrid 1 day per week.
• This position does require a strong on-campus presence on the Larimer Campus (Fort Collins) and will need to travel occasionally to the other two FRCC Campuses.
• This position works the following shift: Monday-Friday, 9:00 am-5:30 pm.

Description of Job

GENERAL SUMMARY:
School of Manufacturing, Skilled Trades and Applied Technology (MSTAT): build foundations needed for students to begin careers in manufacturing, optics & laser, automotive, electrical & engineering, automation engineering, precision machining, highway maintenance management, welding and HVAC.

The Administrative Assistant III provides comprehensive administrative and organizational support to the Dean of School of MSTAT, as well as the Department Chair of assigned programs 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.

DUTIES:

Administrative Support to School and Programs

Provide administrative support to School of MSTAT by assisting faculty, part-time instructors, staff and students. Types of duties include, but aren’t limited to:

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

• Providing a consistent presence at the front desk to welcome visitors and students and provide as-needed support to faculty, instructors and students.
• Answering phone calls, responding to emails and forward messages as appropriate. Manage inquiries and emergencies, resolving issues and/or escalating issues to the Department Chair as needed.
• Documenting, updating and maintaining office processes and communication. Submits work orders. Maintains department contact lists and bulletin boards.
• Coordinate with other departments, including IT and Facilities, to ensure all office and building needs are addressed. Submits work orders. Coordinates with fiscal and asset management when needed.
• Serve as a department AdAstra Superuser and assist faculty with building schedules each semester.
• Assist faculty with preparation of Load Forms at start of semester.
• Provides up to date information to students regarding programs, employment opportunities, advising, and faculty and staff to students through creation and maintenance of bulletin boards, social media and/or other avenues.
• Create, maintain, and distribute department contact lists.
• Provides customer service and administrative support to students, chair, leads, faculty, staff and other customers.
• Ensure students are notified when classes and/or courses are canceled.
• Manages signature folders as needed.
• Distributes mail.

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

• Assist Chairs/Leads with completing Banner access forms. Helps ensure computer technology, copy codes, equipment requests are processed, as needed.
• Orders name tags, business cards, keys and access badges.

Collaborate with other MSTAT Administrative Assistants to create, update and maintain MSTAT team site(s) forms, including:

• Create and update office procedures, training materials
• Supports department with room reservations in Ad Astra.
• Works with faculty, program directors and chair to process FLAC as needed.
• Complete FLAC related forms and distribute for signatures.
• Assist faculty with timely completion of Load Forms each semester.
• Ensure FLAC is processed timely.
• Process all hourly appointment forms as needed
• Processes and tracks all Intent to Work forms and processes FLAC when terms completed.
• Coordination of Travel Packets and estimates for Faculty/Staff - assist with creating itineraries, and booking flights and hotel rooms as needed.
• Maintaining records of HAFs, FLAC forms, ITWs, Pcard statements after signature.
• Maintain records of syllabi for all courses.

Manage Student Staff

• Assist Program Directors/Faculty to hire, and onboard student staff (primarily work-study), provide initial and ongoing training as needed.
• Process all work-study paperwork and coordinate with work-study staff to ensure student workers are following all work-study regulations and budgets.
• Process all hourly appointment forms in a timely fashion.
• 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 MSTAT programs.
• Maintain the student staff schedule for coverage of the MSTAT 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 MSTAT School.

Budget/Purchasing Support

• Update budgets, communicate with chairs and program directed as needed.
• Purchases and reallocate expenses.
• Pulls budget reports for dean, chair, program director as needed.
• Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
• Complete mileage reimbursement forms and process for payment.
• Processes purchase request forms, purchase orders, receiving reports, expense vouchers, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed.
• Helps Academic Dean with Perkins purchases, as needed.
• Process invoices for payment and follow up as needed.
• Prepare travel packets for staff and faculty in accordance with best practices and in collaboration with fiscal and grants departments, including developing itineraries and booking flights and/or motels as needed.
• Assist faculty and Chair in preparing Perkins requests may include finding multiple sources for items and costs, assisting with writing up of justification for requests.
• Assist faculty with reallocation of p-card expenses and prepare P-card submittals, including collating receipts and preparing signable PDF for submittal.

Meetings and Events

Provides administrative support to school of MSTAT by assisting chair, program directors and faculty with managing schedules, meetings and events. Types of tasks include, but aren't limited to are:

Assist with coordination and execution of Program Advisory Board Meetings.

• Coordinate dates with program directors
• Maintain active mailing list and email invitations and reminders
• Reserve rooms, create calendar invites for internal members.
• Create and copy Agendas, other material for the meetings.
• Ensure Advisory Boards receive meeting notes and follow up communication
• Actively attend meetings and take and disburse minutes.

Plan and execute events for community outreach, types of events may include:

• Tours and events for students from Concurrent Enrollment Programs (field trips, information days, orientations).
• CTE Program Showcases for Community and/or local middle schools, may involve collaboration with different programs across the campus/college
• Community Open Houses to spotlight Little Bear Peak credit and non-credit programs, may include collaboration with Workforce Development
• Student Welcome events in Fall and Year-end events in Spring - may include cookouts, or other events as agreed upon by faculty and staff

Collaborate with staff to organize and manage these and other events, types of duties may include:

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

Internal and External Communication and Coordination

• Communicate with potential industry partners to raise awareness of programs, program needs and job placement opportunities. Coordinate with program faculty to identify and strategize communication plans and follow up.
• Communicate with industry partners regarding donations, advisory board meetings, and program events.
• Assist with organizing program tours, recruitment activities, and community outreach events.
• Maintain contact lists for employers, program partners, and prospective students.
• Participate in campus and/or college-wide committees or working groups as needed to represent the department and position and communicate findings and actions back to the department.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM REQUIREMENTS:

Thirty-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: Interact with students, staff & other departments.
• Communication: Provide information to supervisors, co-workers, students & faculty by telephone, emails, in written form or in person.
• Technology: Create and update spreadsheets, and documents. Enter and update information into formal databases.
• Problem Solving/Decision Making: Analyze information and evaluate results to choose the best solution and solve problems. Handle complaints, settle disputes, resolve grievances and conflicts and negotiate with others.
• Time Management: Independently manage your tasks to meet deadlines and expectations.
• Reallocating Expenses/Maintaining Budget: Making purchases, reallocating expenses, updating spreadsheets.
• Event Planning: Scheduling rooms, planning, managing, and facilitating events.

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.

APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.
An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.
For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

Supplemental Information

FOR CURRENT OR FORMER STATE CLASSIFIED EMPLOYEES OF THE STATE OF COLORADO:

Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

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.
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, Bob Gregory, robert.gregory@frontrange.edu or by calling 303-404-5473.

Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA)
The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonable accommodation 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 Employees:
Front 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)(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