Admin Assistant II

Fort Lewis College•Durango, CO

8d•$19•Onsite

About The Position

This is a 9-month, 40 hour a week position that supports the departments of English and Performing Arts-Music. The total student count is approximately 96, with 24 full-time and 10 part-time faculty. The administrative assistant works with faculty, staff and students in facilitating the department and divisions work.

Requirements

Two (2) full time years (4160 hours) of administrative assistant experience in an office setting OR A combination of education and administrative assistant experience equal to 2 years.
Work experience with diverse audiences and under-represented groups (Please include within your application materials a separate statement of how your work experience demionstrated that you have worked successfully with diverse audiences and people from under-represented groups. In your responses, be sure to include specific examples and the duration of time performing these duties.)
Active listening skills
Critical thinking skills
Analytical, investigate and problem solving skills
Accurate data entry and database skills
Strong customer service skills
Strong interpersonal skills
Attention to detail
Reading, writing and oral comprehension
Written and oral expression skills
Ability to work independently and as part of a team
Ability to effectively manage multiple priorities and meet objectives and deadlines

Nice To Haves

Administrative Assistant Experience in higher education
Workday, Banner or other higher education student database system experience
Experience managing multiple department budgets
Procurement Card transaction and reconciliation experience
Office 365 experience

Responsibilities

Serves as the central communication point for sharing information among division/departmental faculty, staff and prospective and current students. Answers incoming calls, voice, and email messages, and provides support to students, faculty and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc. Compose and send correspondence via email, interoffice mail and off-campus mail. Sorts and distributes mail. Assists with collecting and delivering mail during summer months. Oversees operation and maintenance of department office equipment including contacting IT for problems with phones, computers, printers etc., submitting work orders to Physical Plant Services for maintenance and repairs for any department buildings and following up on submitted orders to ensure completion. Maintains program reception area. Keeps department office neat and orderly which may include cleaning surfaces, emptying recycle baskets or dusting (if these services are not being provided by Physical Plant Services cleaning crews). Manage department bulletin boards or content for digital displays if appropriate. Manage departmental websites, social media, newsletters, or blogs as needed. Process and maintain locker assignments, and locks for student lockers (if applicable to department). Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College.
Assists faculty with document preparation and photocopying, deadline reminders, and record keeping. Arrange and schedule meetings between prospective students, parents and program personnel. Arrange and schedule committee, group academic advising sessions for students or faculty meetings including scheduling rooms, refreshment and any special equipment as needed. Works with Advising/Registrar’s Office and Department Chair to assign Faculty Advisors for upper level students (60+ credit hours). Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts). Assists Chair or Associated Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Train new faculty to utilize email, phone, listserv, Workday, etc. Provide support for new faculty learning to navigate Workday. Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create and prepare the framed awards). Gather and submit textbook orders.
Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager. Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development and student research grants). Process Supplier Invoice Requests for Supplier payments. Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office. If Dean or Provost are covering certain expenses, this position will contact their offices concerning reimbursements to the department(s).
Supervise 1 or more student workers including hiring through Workday, training and evaluating their performance. Initiates hiring students into Student Institutional Employee positions in Workday, or creating positions under the appropriate Supervisory Organizations before hiring. Works with Financial Aid to see if students qualify for Work Study, and ensures that costing allocations or default organizations are correct. Ensure that students remember to report their time in Workday on time and correctly on a weekly basis, especially prior to breaks and end of the semester. Reconciles Student Hourly labor monthly to ensure that students are being paid out of the correct Cost Center, Program, or Grant.
Maintains records of required current faculty certifications, current CV’s and competencies Assists with faculty searches: Places advertisements for position vacancies. Create and update faculty candidate files as application materials are received. Generates spreadsheet with candidate contact information. Handle candidate travel arrangements (flight, hotel, meals). Compile data from Search Committee reviews of candidate files. Develop and distribute two-day itinerary for candidate interview/campus visit. Maintains record of employment inquiries and applications. Initiate expense reports for all reimbursements via Candidate Profiles in Workday. Compile all expenditures and submit Expense Reports through Candidat profiles to be paid out of PRV Faculty Recruting PG. Assist Adjunct faculty in applying in Workday and hiring them into vacant adjunct positions. Once approved, submitting Period Activity Pay for the Adjunct faculty member in Workday
Tracks total number of students in each department major that position supports. Maintains listservs. Collects, organizes and reports data regarding enrollment and retention of program students; including internal data and in some departments, data from comparison institution and programs. Assists in division/departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the department Chair(s). Serves current students by controlling instrument/equipment inventories, student locker assignments (if department has access to), student payroll for special events, and student travel for conference and recruiting purposes.
Provides support to the Division/Departmental labs (if applicable to department) by helping the Lab Coordinator order lab supplies. If necessary, also assists faculty to schedule lab access. Assists faculty when applicable with reimbursement for field trip expenses and spend authorizations. Coordinates FLC transportation for field trips when asked. Keeps and files emergency documents and itinerary for field trips.