Job Information
State of Colorado Administrative Assistant III-Academic School Manufacturing, Auto, & Construction Tech in Longmont, Colorado
Administrative Assistant III-Academic School Manufacturing, Auto, & Construction Tech
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Administrative Assistant III-Academic School Manufacturing, Auto, & Construction Tech
Salary
$4,154.00 Monthly
Location
Longmont, CO
Job Type
Full Time
Job Number
GJE-000593-10/2024
Department
Front Range Community College
Opening Date
10/14/2024
Closing Date
10/29/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1351 S Sunset St, Longmont, CO 80501, USA
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Annette Morales 303-678-3800 annette.morales@frontrange.edu
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
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 CollegesPathways Project (https://www.aacc.nche.edu/programs/aacc-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 (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) .
Strong, secure, yet flexible retirement benefits,Colorado PERA (https://www.copera.org/) .
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 anEmployee Wellness Program (https://dhr.colorado.gov/state-employees/employee-wellness-program) andEmployee Assistance Program (CSEAP) (https://cseap.colorado.gov/) .
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.
Description of Job
GENERAL SUMMARY:
This position will provide administrative and technical support to the Academic Dean in the school of Manufacturing, Automotive, Construction & Design (MACT) by performing varied duties related to purchasing, budgeting, faculty, students, Perkins grant, and general administrative.
DUTIES:
Design, Administrative Support
Support Academic Dean with calendar management and meeting scheduling.
Provide office support to include, but not limited to: organizing office files; preparing and maintaining documents, forms and other material as needed; scheduling meetings.
Assists faculty, staff, students to resolve issues and develop solutions. Escalate issues to Academic Dean and VP as needed.
Updates spreadsheets and other databases related to the School.
Plan and help organize meetings and events, such as but not limited to: Faculty In-Service days, awards ceremonies, and Faculty Chair Retreats. This includes: Organizing meeting notifications/invitations: accepting RSVP’s; making catering arrangements; completing and processing relevant paperwork according to state and college fiscal rules and regulations.
Manage the academic appeals process. Including: Ensuring forms are thoroughly completed. Ensuring appropriate Academic Dean and Chair are kept in the loop throughout the entire process and organize the hearing. Ensure timely and accurate information is conveyed to students.
Manage and process Prereq Overrides for School.
Make travel arrangements for Academic Dean ensuring proper completion of all necessary paperwork. Obtaining appropriate signatures. Complete necessary paperwork upon their return.
Each semester inspects classrooms and creates report for maintenance/repairs required, furniture needed, white boards needed, and perform a room capacity audit.
Screen and review incoming mail.
Ensure emergency management backpacks for campus leadership team are updated.
Collect and archive syllabi for school.
Maintain updated list of office assignments and support campus leadership and chair team in annual office allocation process.
Perform leadership and supervisor duties for student employees. This includes: hiring, training, disciplining, scheduling, establishing expectations and managing performance, and providing timely feedback as appropriate.
Evaluate, develop and implement office processes. Update and maintain office procedure manual. Design, revise and facilitate better communication between faculty, staff and students.
Convey knowledge of college organization to department chairs, faculty, and staff as related to academic affairs.
Serve as a liaison between Academic Dean’s Office and staff, students, and other constituencies, and refer them to proper authority in an informed manner on issues related to personnel, budgeting, facilities, and other departments as needed. Make decisions based on this knowledge.
Create Word documents, Excel spreadsheets and PowerPoint presentations for special projects for Academic Dean. Ensures all information is accurate and professional in appearance. Compose, prepare, and process sensitive and confidential documents submitted for the Academic Dean’s review and signature. Maintain and update a file system according to college and division requirements of syllabi, field trips and all documents which should be archived for access. Monitor Academic Dean’s email account and calendar. Maintain and update Instruction Distribution List.
Provide responsive, friendly customer service covering the front desk as appropriate.
Coordinate collaboration with student affairs and VP offices.
Budgeting/Purchasing/Travel
Provide support to the Dean by managing fiscal processes, maintaining budget spreadsheets and managing travel processes. Duties include, but aren't limited to:
Analyze, reconcile, and track the Academic Dean’s office budget.
Purchase and reallocate expenses for Academic Dean’s office, classrooms and Faculty Service Center (FSC).
Create budget reports for the Academic Dean.
Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
Track Professional Development budget.
Prepare budget transfers and purchase requests as needed.
Participate in compiling data for annual budget based on course sections, faculty load forms, etc.
Administrative Support for Campus Carl Perkins Grant
Track the School’s instructional Perkins allocation.
Maintain files for Perkins purchases per college guidelines.
Make Perkins Grant purchases using a p-card and reallocating transactions appropriately, reviewing monthly p-card invoices for accuracy; troubleshooting for any problems; complying with fiscal rules, regulations, policies, and procedures.
Maintain and ensure accuracy with all Perkins related computer and hard-copy files.
Prepare and disseminate on-going reports to the School Academic CTE Dean on all matters related to the Perkins Grant, to ensure compliance with State and Federal guidelines.
Develop and maintain a campus reporting system necessary to support grant funding, to include quarterly and year-end reports with ample documentation to support future audits.
Develop and provide monthly Perkins fiscal reports to the Academic Dean, faculty, and staff with guidance as to how to correct problem areas.
Other duties as assigned related to the Carl Perkins Grant.
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: Provide support and assistance to the Dean, Department Chairs, Faculty, Leads Support Team and Students by answering questions, providing follow-up, resolving questions and problems that arise.
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. Create and manipulate spreadsheets to extract data, communicating through email in an effective manner, schedule appointments and create and update forms.
Attention Detail: Complete Faculty Load Forms, travel packets, and FLAC contracts. Update team site. Reallocate expenses.
Critical Thinking: Understanding compensation handbook, & update budget spreadsheets. Assist with calculating expenditure. Create spreadsheets and reports for data analysis. Maintain confidentially.
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.
Time Management: Completing purchasing, overseeing student employee, reallocating expenses, processing FLAC, updating spreadsheets; updating Banner.
Event Planning: Scheduling rooms, planning, managing, and facilitating events.
Maintaining Budgets: Making purchases, reallocating expenses, updating spreadsheets, creating reports, knowledge of fiscal rules.
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
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, 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, atjoanne.wilkinson@frontrange.eduor call 303-678-3707.
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 (https://www.frontrange.edu/docs/default-source/Being-a-Student/safety-security/campus-security-report.pdf) (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
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
Do you have experience working at a college or university or another academic environment? If yes, please describe that experience.
02
Are you currently or have you in the past, worked as a Administrative Assistant III or been in the Administrative Assistant Class series within the State Personnel System? If yes, please give the dates of employment, job title and name of agency.
03
Do you have experience utilizing Microsoft Office software applications, specifically, Excel, Outlook, Word? How would you describe your proficiency using them? Please include specific examples of how you use these applications.
04
Do you have experience working with a formal database system, such as Banner or Access? If yes, please describe that experience.
05
Do you have experience as the first point of contact for a department of an organization? If yes, please describe that experience.
06
Do you have experience as the first point of contact for a department of an organization? If yes, please describe that experience.
07
Do you have experience with setting up and managing events? If yes, please describe that experience.
08
Describe your leadership, supervisory or mentoring skills that you have experience with. Provide examples.
09
Do you have experience utilizing your problem-solving skills? Describe a time you had to problem solve. Describe the incident, what steps you took, and the outcome.
10
Please describe your customer service experience. What type of business were you working in what was your responsibility with regards to customer service?
11
Describe a time when effective communication was critical to your work assignment or position. Include the steps you took to make sure everyone that needed to be included in the communication was.
12
Have you provided support to a team or person? If yes, please describe that experience.
Required Question
Agency
State of Colorado
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the "Printer" icon located above the job title
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Website
https://careers.colorado.gov/
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