Administrative Assistant III - Academic School of MACT
Administrative Assistant III - Academic School of MACT
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USD 4154 - 4154
1 Vacancy
Job Description
Department Information
Who We Are
We are the largest community college in Colorado enrolling close to 28000 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 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.
- Strong secure yet flexible retirement benefits Colorado PERA .
- 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.
- Access to an abundance of professional development opportunities at FRCC.
- Opportunities to work hybrid 1 day per week.
- This position does require a strong oncampus presence at the Boulder County Campus and will occasionally need to travel to the other two FRCC campuses for meetings and events.
- This position works the following shift: Monday Friday 8:00 AM 4:30 PM
Description of Job
GENERAL SUMMARY:
The school of Manufacturing Automotive and Construction Technology (MACT) build foundations needed for students to begin careers in manufacturing optics technology automotive technology electrical & engineering technology automation engineering technology precision machining highway maintenance management welding technology and HVAC.The Administrative Assistant III provides comprehensive administrative and organizational support to the Dean of School of MACT as well as the Chair of assigned programs in order 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 across multiple campuses.
DUTIES:
Administrative Support to School and Programs: Provide administrative support to school of MACT by assisting faculty parttime instructors staff and students. Types of duties include but arent limited to:
- Serves 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. Submits work orders. Maintains department contact lists and bulletin boards.
- Provides customer service and administrative support to students chair leads faculty staff and other customers.
- Communicates administrative information from department Chair to Academic Deans office Vice presidents office faculty deans part time instructors and other campus employees.
- Collects and files syllabi as needed.
- Ensures students are notified when classes and/or courses are canceled.
- Manages signature folders as needed.
- Distributes mail.
- Help onboarding faculty and instructors types of tasks include but not limited to:
- Assist Chairs/Program Directors with completing Banner access forms. Helps ensure computer technology copy codes equipment requests are processed as needed.
- Orders name tags business cards keys and access badges.
- Collaborates with other MACT Administrative Assistants to create update and maintain MACT team site(s) forms including:
- Composes format and maintain various types of departmental reports correspondence and forms.
- Create and update office procedures training materials
- Supports department with room reservations in Ad Astra.
- Works with faculty program directors and chair to process FLAC as needed
- Processes all hourly appointment forms as needed
- Processes and tracks all Intent to Work forms and processes FLAC when terms completed.
- Provide support with manufacturing noncredit courses as needed
- Keep records of noncredit rosters safety forms tuition and third party payments
- Email students course information and support services as needed
- Create certificates of completion as needed
- Provide additional support to manufacturing noncredit courses as needed
Meetings and Events:Provides administrative support to school of MACT by assisting chair program directors and faculty with managing schedules meetings and events. Types of tasks include but arent limited to are:- Help schedule meetings for chair and Program 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.
- Setup meeting space and help check in attendants.
- Create and disburse event material.
- Plan purchase and ensure delivery of goods
- Collaborate and help organize campus and college events as needed
Budget/Purchasing Support
- Review and share budget reports communicate with chairs and program directed as needed.
- Purchases and reallocates expenses.
- Pulls budget reports for dean chair program directors as needed.
- Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
- Complete mileage reimbursement forms and process for payment.
- Ensure compliance with PCard purchases and deliveries through appropriate documentation
- Processes purchase request forms purchase orders receiving reports expense vouchers budget transfers contracts membership setups/renewals and other fiscal purchasing expense forms as needed.
- Helps Academic Dean with Perkins purchases as needed.
- Process invoices for payment and follow up as needed.
- Serves as the first point of contact for the office including but not limited to:
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
MINIMUM REQUIREMENTS:
Thirtysix 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. (Parttime experience will be prorated). 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)
OR
Lived Experience Qualifications: Three 3 years working experience volunteering in an office environment working for a Nonprofit organization community center schools religious institutions or hospital answering telephones organizing files making copies organizing materials and assisting customers etc.
- You may receive credit from the age of 16 and over.
- You must give dates and number of hours worked as well as job duties.
REQUIRED COMPETENCIES:
- Customer Service:Provide administrative support to internal and external stakeholders in the School of Math & Engineering.
- Communication:Communicate accurate timely and detailed information to faculty staff students administrators external partners (vendors schools higher educ and state).
- Problem Solving: Determining the cause of the problem identifying prioritizing the situation and selecting a solution.
- Technology:Knowledge of Microsoft Office Suite (Outlook Word Excel Teams)WebEx Banner Ad Astra. Scheduling appointments creating and managing forms completing forms managing communications and calendars for Dean and department.
- Attention Detail:Updating Banner completing travel paperwork updating
- spreadsheets processing invoices processing purchase orders managing events scheduling appointments completing FLAC assisting with Deans calendar and department course schedule.
- Critical Thinking: Understanding compensation handbook making purchases and reallocating expenses. Updating department paperwork analyzing data and department site. Addressing student and instructor concerns.
- Equity Inclusion and Diversity: Inclusivity and a commitment to the safety and dignity of each member of our community personal accountability for action develop ongoing specific action steps to ensure inclusivity and equity.
- Reallocating Expenses/Maintaining Budget: Making purchases reallocating expenses updating spreadsheets
- Time Management: Completing purchasing overseeing student employee reallocating expenses processing FLAC updating spreadsheets; updating Banner.
- Event Planning: Scheduling rooms planning managing and facilitating events.
- Confidentiality: Updating Banner working with student information escalating issues working in Navigate.
NECESSARY SPECIAL REQUIREMENT & CONDITIONS OF EMPLOYMENT: Must submit to and successfully complete a preemployment 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.
APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for this position you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.An appeal or review must be submitted on the official appeal form signed by you or your representative. This form must be delivered to the State Personnel Board by email postmarked in US Mail or hand delivered 1525 Sherman Street 4th Floor Denver CO 80203 or faxed 303.866.5038 within ten 10 calendar days from your receipt of notice or acknowledgement of the departments action.
For more information about the appeals process the official appeal form and how to deliver it to the State Personnel Board; go to spb.colorado; contact the State Personnel Board for assistance at; or refer to 4 Colorado Code of Regulations (CCR) 8011 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at spb.colorado under Rules.
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 classifications 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 timeinseries 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 preemployment 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 by calling.
Pregnancy Related Accommodations Colorado AntiDiscrimination Act (CADA)
The Colorado AntiDiscrimination Act (CADA) allows applicants to request a reasonableaccommodation 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 RighttoKnow the Federal Drugfree Schools and Campuses Act of 1989. This report contains information about:- Front Range Community Colleges 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(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
Employment Type
Full-Time
