Administrative Assistant III - Nursing Dept

State of Colorado•Fort Collins, CO

1d•Hybrid

About The Position

The School of Nursing Sciences is comprised of 4 distinct programs, Nurse Aide Certification, Practical Nursing, and Associate of Applied Science in Nursing. This position will provide office support for the Nursing department chair, faculty, instructors, and students at the designated campus. The Administrative Assistant III provides comprehensive administrative and organizational support to the for the school and Chairs of the School of Nursing Sciences (SONS) , 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.

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.
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.
Inclusive Workplace Practices: Builds positive, respectful relationships with people from a wide range of backgrounds and experiences. Encourages participation, listens openly to different viewpoints, and helps create a welcoming and supportive environment for all.
Must submit to and successfully complete a pre-employment background check.
Felony convictions or convictions 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.

Nice To Haves

A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position.

Responsibilities

Provide administrative support to the SONS 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 SONS 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, in collaboration with the Dean's/SONS Admin 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.
Oversee and facilitate the admissions process for the designated School of Nursing Sciences programs.
Disseminate nursing department admission requirements and procedures.
Verify that students have documentation turned in to meet legal requirements for clinical facilities.
Initiate faculty background checks and records to meet legal requirements for clinical facilities.
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 SONS programs.
Coach student staff as/when needed in customer service and technical skills.
Actively encourage and provide opportunities for student staff to learn new skills, improve existing skills, and strive for excellence in customer service and office technology/support.
Coordinate with the Dean/SONS Administrative assistant the student staff schedule for coverage as needed.
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 SONS.
Provide any updates to budgets, communicate with Chairs and Leads as needed.
Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
Participate in compiling data for annual budget based on course sections, faculty load forms, etc.
Help Academic Dean/SONS administrative assistant with Perkins purchases, as needed.
Process invoices for payment and follow up as needed.
Provide administrative support to SONS by assisting Chair, Leads, Faculty with managing schedules, meetings and events. Types of tasks include, but aren't limited to are:
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.
Set up meeting space and help check in attendants.
Create and disburse event material.
Collaborate and help organize campus and college events as needed.

Benefits

Medical, Dental, Vision, Life and Disability benefits, Health Benefits .
Strong, secure, yet flexible retirement benefits, Colorado PERA which includes Defined Benefit Plan, PERA Defined Contribution Plan, plus 401K and 457 plans.
Flexible Spending Accounts (FSAs)
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.)
A variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program
Access to an abundance of professional development opportunities at FRCC.
Some positions may qualify for the Public Service Loan Forgiveness Program .
Career advancement opportunities throughout the State system