Administrative Assistant

Department Information

Who We Are

With three campuses along Colorado’s Front Range, FRCC is the state’s largest community college. We enroll close to 28,000 students annually from our diverse service area, which offers a variety of cultural and recreational activities.

Each year approximately 5,000 FRCC students transfer to four-year universities and FRCC offers more than 36 career training programs that prepare students for immediate employment and rewarding careers. Last year, more than 5,000 high school students took concurrent enrollment classes with us, earning college credit without having to pay college tuition. And we were recently ranked as one of the “Top Online Colleges” in the country by Newsweek .

One of FRCC’s main goals is to offer educational excellence for everyone. The college’s strong commitment to student success means we start by creating an inclusive and equitable environment—one where both students and employees feel they belong and are supported. FRCC’s focus on diversity, equity and inclusion is woven into the fabric of our college conversations and decision-making processes. We are actively seeking to hire a workforce that reflects the diversity of our student body.

The college is also an emerging Hispanic Serving Institution. For us, becoming an HSI is an intentional commitment to being a college where our Latinx (and other historically marginalized) students thrive.

FRCC employees and leaders work hard to create a culture of collaboration, innovation and pride. We’re looking to hire people who share these values—along with our commitment to student success, equity and excellence.

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 remote 1 day per week during Fall and Spring Semesters and 2 days per week during breaks and Summer Semesters.
• This position’s home campus will be the Larimer Campus (Fort Collins, CO) will occasionally travel to the other campuses for meetings, events & trainings.
• This position typically works the following shift: Monday-Friday, 8:00 am-5:00 pm.

Description Of Job

GENERAL SUMMARY

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).

Duties

Administrative Support to School and Programs

Duties

Provide administrative support to School of Science, by assisting faculty, Part-time Instructors, staff and students. Types of duties include, but aren't limited to:

• 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.

Budget/Purchasing Support

• 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.

Meetings and Events

Provide Administrative Support To School Of Science By Assisting Chair, Leads, And Faculty With Managing Schedules, Meetings And Events. Types Of Tasks Include, But Aren't Limited To Are

• 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.

Supervision

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.

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

MINIMUM 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. (

Part-time experience will be pro-rated ). 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 required 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 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

Required Competencies

• 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.

NECESSARY SPECIAL REQUIREMENT & CONDITIONS OF EMPLOYMENT: 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.

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 (***email_hidden***), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed View phone number on jobradars.com) 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 jobradars.com; 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.

Supplemental Information

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 classification’s 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.

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, View email address on jobradars.com or by calling View phone number on jobradars.com.

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 College's 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