Admin Assistant II

Pay Rate: 19.35 USD This is a 10-month, 40 hour a week position that supports the departments of Performing Arts- Theatre and Art and Design. The administrative assistant works with faculty, staff and students in facilitating the department and divisions work. The starting salary for this position is $19.35 per hour. This position is eligible for medical, dental, vision, state paid short term and optional long term disability, state paid life insurance and optional life insurance as well as paid accrued annual and sick leave, and other college provided benefits. Job Description Division/Departmental Administrative Support 20% Serves as the central communication point for sharing information among division/departmental faculty, staff and prospective and current students. Answers incoming calls, voice, and email messages, and provides support to students, faculty and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc. Compose and send correspondence via email, interoffice mail and off-campus mail. Sorts and distributes mail. Assists with collecting and delivering mail during summer months. Oversees operation and maintenance of department office equipment including contacting IT for problems with phones, computers, printers etc., submitting work orders to Physical Plant Services for maintenance and repairs for any department buildings and following up on submitted orders to ensure completion. Maintains program reception area. Keeps department office neat and orderly which may include cleaning surfaces, emptying recycle baskets or dusting (if these services are not being provided by Physical Plant Services cleaning crews). Manage department bulletin boards or content for digital displays if appropriate. Manage departmental websites, social media, newsletters, or blogs as needed. Process and maintain locker assignments, and locks for student lockers (if applicable to department). Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College. Faculty Administrative Support 20% Brief Duty Description: Assists faculty with document preparation and photocopying, deadline reminders, and record keeping. Arrange and schedule meetings between prospective students, parents and program personnel. Arrange and schedule committee, group academic advising sessions for students or faculty meetings including scheduling rooms, refreshment and any special equipment as needed. Works with Advising/Registrar’s Office and Department Chair to assign Faculty Advisors for upper level students (60+ credit hours). Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts). Assists Chair or Associated Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Train new faculty to utilize email, phone, listserv, Workday, etc. Provide support for new faculty learning to navigate Workday. Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create and prepare the framed awards). Gather and submit textbook orders. Budget, Procurement Cards, Reallocation & Travel Arrangements 25% Brief Duty Description: Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager. Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development and student research grants). Process Supplier Invoice Requests for Supplier payments. Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office. If Dean or Provost are covering certain expenses, this position will contact their offices concerning reimbursements to the department(s). Student Worker Supervision 5% Brief Duty Description: Supervise 1 or more student workers including hiring through Workday, training and evaluating their performance. Initiates hiring students into Student Institutional Employee positions in Workday, or creating positions under the appropriate Supervisory Organizations before hiring. Works with Financial Aid to see if students qualify for Work Study, and ensures that costing allocations or default organizations are correct. Ensure that students remember to report their time in Workday on time and correctly on a weekly basis, especially prior to breaks and end of the semester. Reconciles Student Hourly labor monthly to ensure that students are being paid out of the correct Cost Center, Program, or Grant. Faculty Search Support & Records 15% Brief Duty Description: Maintains records of required current faculty certifications, current CV’s and competencies. Assists with faculty searches: Places advertisements for position vacancies. Create and update faculty candidate files as application materials are received. Generates spreadsheet with candidate contact information. Handle candidate travel arrangements (flight, hotel, meals). Compile data from Search Committee reviews of candidate files. Develop and distribute two-day itinerary for candidate interview/campus visit. Maintains record of employment inquiries and applications. Initiate expense reports for all reimbursements via Candidate Profiles in Workday. Compile all expenditures and submit Expense Reports through Candidate profiles to be paid out of PRV Faculty Recruiting PG. Assist Adjunct faculty in applying in Workday and hiring them into vacant adjunct positions. Once approved, submitting Period Activity Pay for the Adjunct faculty member in Workday. Prospective, Current & Alumni Student Relations 5% Brief Duty Description: Tracks total number of students in each department major that position supports. Maintains listservs. Collects, organizes and reports data regarding enrollment and retention of program students; including internal data and in some departments, data from comparison institution and programs. Assists in division/departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the department Chair(s). Serves current students by controlling instrument/equipment inventories, student locker assignments (if department has access to), student payroll for special events, and student travel for conference and recruiting purposes. Theatre Media Coordinator 10% Brief Duty Description: Coordinates distribution of production posters, postcards, newspaper ads, radio ads, banners, digital advertising, and other types of performance advertising. Works to ensure performances are advertised on the FLC events calendar, SkyHub, and weekly Bulletin emails. Writes and disseminates press releases and public service announcements. Coordinates media interviews about upcoming productions with KSUT, KDUR, 99.7 The Point, etc., to promote productions. Coordinates information for production playbills. Ensures that the proper licenses are purchased for each performance. Coordinates with the Concert Hall for box office ticket sales and staffing (when performances are in the CCH). Coordinates House Management by overseeing work study students, scheduling house managers and ushers, and ensuring there is proper change for concessions and ticket sales. Works with the Friends of the Theatre and the FLC Foundation to develop and maintain patron and donor list. 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 (View email address on click.appcast.io), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed View phone number on click.appcast.io) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s 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.gov; contact the State Personnel Board for assistance at View phone number on click.appcast.io; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules. Notice to Prospective Employees The Fort Lewis 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: Fort Lewis College's alcohol and other drug policy Sexual assault policy Campus security policies Campus/community resources The Colorado Riot Offense Statute restriction on enrollment 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: Fort Lewis College Student Affairs Office will also provide a paper copy of the annual security report upon request. You can reach them at View phone number on click.appcast.io. Equal Opportunity Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment. ADAA Accommodations Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Kristin Polens by phone View phone number on click.appcast.io or email View email address on click.appcast.io at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date. Fort Lewis College Fort Lewis College, a public institution located in Durango, Colorado, offers degree programs in arts, business, education, health fields, humanities, social and natural sciences, and teacher education. Our inspiring mountain campus is located atop a scenic mesa overlooking historic Durango and situated between the San Juan Mountains and the desert Southwest. We are committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 3,300 students come from 48 states, 17 countries, with 36% Native American and Alaska Native backgrounds, and 11% Hispanic backgrounds. Durango is a thriving multicultural community of 18,500 set along the beautiful Animas River Valley. Averaging 300 sunny days per year, the community is known for its outdoor lifestyle and friendly, festive atmosphere. Durango is also the cultural and economic hub of the Four Corners region, rich in dining, shopping, and entertainment, and linked with airline service to hubs in Denver, Phoenix, and Dallas. #J-18808-Ljbffr Fort Lewis College