Administrative Assistant III - School of Science

State of Colorado•Fort Collins, CO

1d•Hybrid

About The Position

The Academic Administrative Assistant III provides comprehensive administrative and organizational support to the school of science college-wide and directly supports the daily administrative needs of faculty and instructors for the School of Science at the Larimer Campus. This role involves handling a wide range of administrative tasks, managing communication, coordinating schedules, providing budget, purchasing and travel coordination support, and assisting with various academic, administrative, and technical responsibilities. This position is covered under Colorado partnership for quality jobs and services act (COWINS).

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.
College, university, from an accredited institution may substitute for the clerical experience as listed above on a year for year basis.
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. Knowledgeable with Microsoft Office Suite.
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.
Supervision: Required to guide, evaluate, and support student employees and provide the essential tools for continuous development.
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.

Responsibilities

Provide administrative support to School of Science, 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 inquiries and emergencies, resolving issues and/or escalating issues to the department chairs, or Academic Dean as needed.
Documenting, updating and maintaining office processes and communication.
Submit work orders.
Inventory office supplies and coordinate reordering as needed.
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.
Check course shells for 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 are not limited to: Assist Chairs/Leads with completing Account Access Request, MyCourses access and Banner access forms.
Help ensure computer technology, copy codes, and equipment requests are processed, as needed.
Order name tags, business cards, keys and access badges.
Collaborate with other School of Science 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.
Update budgets, communicate with Chairs and Leads as needed.
Purchase and reallocate expenses.
Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
Complete mileage reimbursement 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.
Process invoices for payment and follow up as needed.
Provide administrative support to School of Science by assisting Chair, Leads, and Faculty with managing schedules, meetings and events.
Helping coordinate department meetings, types of duties may include: Reserving rooms, placing invites on calendars.
Create and copy Agendas, other material for the meetings.
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.
Create and disburse event material.
Collaborate and help organize campus and college events as needed.
Supervise and provide leadership for school-wide student employees (not program-level student employees), including, but not limited to: 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 leadership related to student staff management including updating training materials and manuals, providing resource information & communication, and maintaining relevant information related to programs.
Maintain the student staff schedule.
Ensure time sheets and hourly appointment forms are approved and processed in a timely fashion.
Serve as a proxy for time sheet approval as needed.