Administrative Assistant III - Schools of Social Sci, Edu, Public Service

State of Colorado•Fort Collins, CO

1d•Hybrid

About The Position

The Schools of Social Sciences, Education, and Public Service (SSEPS) provides academic programming for students interested in careers and transfer options in the social & behavioral sciences. Administrative Assistant III positions in academic affairs provide comprehensive administrative and organizational support to the schools, in order to facilitate the efficient operation of school programs. This role involves handling a wide range of administrative tasks, managing communication, coordinating schedules, reviewing budget information, purchasing and travel coordination support, 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.
College, university, from an accredited institution may substitute for the clerical experience as listed above on a year for year basis.
Critical Thinking: Understanding Compensation Handbook, making purchases and reallocating expenses. Updating, analyzing data, department site. Maintaining confidentiality.
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.
Event/Meeting/Scheduling: Manage department events, Schedule Meetings/
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 and Office support for the School of SSEPS at Larimer Campus (LC).
Serve as a point of contact for the school at LC.
Create a welcoming and friendly environment ensuring students, faculty, instructors, staff, and all customers feel valued and attended to.
Provide office and phone coverage, screen/review mail, refer faculty, instructors, students, and staff to appropriate resources.
Communicate and assist faculty, staff, and students to resolve issues and develop solutions.
Escalate issues to Department Chairs, Academic Dean, and VP as needed.
Help plan and organize meetings at LC as needed.
Attend meetings, take and distribute minutes as appropriate.
Place and follow up on work orders for the schools with LC facilities and IT.
Assist LC faculty, instructors, and students’ complete forms as needed.
Contact students as needed, included for course cancellations.
Collect syllabi for the schools.
Submit FLAC contract requests as needed.
Support instructor/faculty absences as needed.
Assist with onboarding of instructors and faculty at LC.
Assist with planning meetings for CTE programs advisory boards at LC as needed.
Collaborate with Academic Dean and other school administrative assistants to ensure clarity about day-to-day task management for LC.
Provide support to the School of SSEPS by managing fiscal processes and maintaining budget spreadsheets.
Purchase and reallocate expenses for the schools through P-Cards, Expense Voucher and Purchase Orders.
Prepare budget transfers and purchase requests as needed.
Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
Communicate accurate budget information to appropriate stakeholders.
Supervise and provide leadership for School of SSEPS 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.