Program Assistant I Enrollment & Retention

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 remotely 1 day per week.
• This position does require a strong on-campus presence on the Larimer Campus and will need to occasionally travel to the other FRCC Campuses. (Westminster & Boulder County)
• This position requires flexibility as it may involve working beyond regular office hours including evenings past 5:00 pm and occasionally on Saturdays.

GENERAL SUMMARY:
The Associate Vice President Enrollment & Retention office provides support to a variety of student support services including Registrars Office Financial Aid Academic Advising and Military & Veteran Services and Retention & Student Success Technologies.

As the Program Assistant I you provide direct support to the Associate Vice President of Enrollment & Retention the Division of Enrollment & Retention and students. This position will work collaboratively with the Assistant to the Vice-President of Enrollment Management & Student Success Assistant to the Dean of Student Development Assistant to the Dean of Access and Student Connections and numerous internal and external customers. You are responsible for all office operations including but not limited to support of travel managing the enrollment & retention budget calendar and meeting management regular onboarding training and support of all division Administrative Assistants. As the Program Assistant I you will serve as the first point of contact for faculty staff and student concerns and must be comfortable navigating crisis situations. The Program Assistant I implements activities programs and developments to promote enrollment and student success and professional development for all staff of the Division and students for the AVP Office. This position will also manage college-wide duties college-wide contracts and other college-wide duties as assigned. This position is covered by COWINS.

This position requires flexibility as it may involve working beyond regular office hours including evenings past 5:00 PM and occasionally on Saturdays.

PRIMARY DUTIES:

Administrative Support for theAssociate Vice President Enrollment Management

• Serve as primary point of contact for the Associate Vice President (AVP) of Enrollment Management. Manage all enrollment management division-wide initiatives including meeting planning renovation and relocation projects division communication on policies and procedures strategic planning assessment and budget initiatives. Implements procedures as they relate to the division and support the operations of the division.
• Coordinate and prioritize incoming communication ensuring timely responses appropriate delegation.
• Prepare and distribute agendas presentations reports and other documents for meetings and presentations.
• Maintain accurate records and files ensuring confidentiality as necessary
• Maintain current policy and procedure documentation interacts with other departments and organizations college-wide.
• Serve as a primary point of contact for internal and external stakeholders exercising professionalism and discretion in all interactions.
• Manage email and calendar requests as needed for the Associate Vice President of Enrollment Management.
• Serve on the leadership team for the Enrollment Management division and assist AVP in organization and needs identified in the meetings.
• Communicate monthly with Enrollment Management leadership to gather information for the Presidents Report.

Event Management and Project Coordination

• Assist the Associate Vice President in planning and organizing events workshops conference and other engagements related to Enrollment Management.
• Coordinate logistics such as venue booking catering audiovisual equipment and guest support.
• Provide on-site support during events ensuring smooth operations and addressing any last minute needs or changes.
• Order event supplies set up spaces organize volunteer signups and support day of events including evening and weekend events when needed.
• Facilitate and assist with college-wide processes such as the Institutional error process college-wide trainings and development organization facilitate college-wide purchasing for the college-wide Division of Enrollment Management and other college-wide duties as assigned. Track project timelines milestone and deliverable ensuring that deadlines are met.
• Collaborate with team members to gather data conduct research and compile reports as needed.
• Serve as a liaison between Enrollment Management Managers and Campus Leadership.
• Manage the updates and maintenance of division webpages and EWolf sites.
• Monitor progress on ongoing projects proactively identifying and addressing any issues or obstacles.

Onboard train and develop Administrative staff across the Division of Enrollment Management

• Provide onboarding training and continued development for all Administrative Assistant staff across the division. This includes training all new staff on their administrative responsibilities as a part of the onboarding process.
• Facilitate division wide trainings regularly for division administrative staff on new processes or changes to processes workflows and timelines that impact administrative staff.
• Provide opportunities to engage administrative staff on behalf of the AVP in professional growth and development opportunities.

Communications and Crisis Response

• Facilitate communication between the AVP and other departments faculty staff students and external partners.
• Draft edit and proofread correspondence and reports on behalf of the AVP.
• Assist in the preparation of official communications announcements and presentations.
• Guide design development and edits for program materials.
• Coordinate emergency communications on behalf of the Associate Vice Presidents office.
• Manage conflict and crisis and engages the AVP or Senior Director of Student Success as needed. Serve as primary contact to the AVP responsible for resolving problems as appropriate and refers to the AVP when appropriate.
• Serve as a first-responder in conflict or concern situations and contacts the AVP Senior Director of Student Support & Conduct or Campus Security as needed.

Budget Administrator for the Enrollment Management Departments

• Serve as the cost center administrator for the Associate Vice President Enrollment Management budget accounts. Analyze reconcile and track budget needs.
• Utilize Banner to run reports reallocate P-Card purchases in Banner assembling receipts and reconciling monthly P-Card statements.
• Propose budget recommendations and oversees appropriate allocations in all division accounts. Forecast monitor and track budgetary expenditures with final approval residing with the Associative Vice President. Complete all purchasing for the Associate Vice Presidents office and support other Administrative Assistants in managing department budgets and spending including training all new staff.

Minimum Requirements:

Four (4) years of experience of general clerical or administrative services experience which includes one (1) year of experience in any combination of the following:

• Providing administrative support to staff from various levels of an organization.
• Developing and facilitating training opportunities for staff.
• Managing or providing coordination for projects and events.

See Resume statements or blank employment history on the application in lieu of a complete application will not be accepted. A cover letter that describes your interest in this position how your experience aligns with the minimum qualifications of this position and completed work experience (employment detail) within your application is a requirement for your application to move forward. No Cover letter or Incomplete applications will not be accepted.

SUBSTITUTION:
College university from an accredited institution may substitute for the 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)

REQUIRED COMPETENCIES:

• Cultural Competence: Recognizes the need to become knowledgeable about the ways to communicate and support students of other backgrounds. Changes approach to reflect the new learning.
• Self-Starter:Take the initiative to determine daily tasks. Make independent decisions regarding prioritizing work.
• Customer Service:Provide support and assistance to the Associate Vice President other staff across the College and students by answering questions providing follow-up resolving questions and problems that arise
• Critical Thinking: Maintain confidentiality. Understand and interpret policies and procedures and processes. Help others address challenges or issues.
• Interpreting and applying policies and procedures:Follow purchasing policies and procedures. Interpret policies that impact students.
• Technology:Knowledge of Microsoft Office SuiteWebEx Banner Ad Astra. Create and manipulate spreadsheets to extract data communicating through email in an effective manner schedule appointments and create and update forms.
• Attention Detail:Complete division forms and travel packets. Update team site. Reallocate expenses.
• Establishing & Maintaining Relationships: Provide support to departments employees students and vendors.
• Collaboration & Team Work: Success in achieving goals and projects.
• Time Management: Complete purchasing reallocate expenses process forms update spreadsheets; update Banner.
• Event Planning: Schedule rooms planning managing and facilitating events
• Organizational Skills:Create and maintain electronic document folders

NECESSARY SPECIAL REQUIREMENT: Must submit to and successfully complete a pre-employment background check as a condition of hire. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to 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 FRCC 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 ; contact the State Personnel Board for assistance at ; or refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at under Rules.

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 time-in-series 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 pre-employment 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 Bob Gregory or call .

Pregnancy Related Accommodations Colorado Anti-Discrimination Act (CADA)
The Colorado Anti-Discrimination Act (CADA) allows applicants to request a reasonable accommodation 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 Right-to-Know the Federal Drug-free 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:

1. By going to the internet website at: Clery Act Information(Download PDF reader)
2. 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