Admin Assistant III

Administrative Assistant III

Pay Rate: $24.69 USD

The School of Education at Fort Lewis College is seeking an organized, service-oriented Administrative Assistant III to serve as the primary administrative assistant to the Dean and the School of Education. The position also provides administrative and operational support to the Teacher Education Department. This position is a central, in-person resource for faculty, staff, students, visitors, and campus partners and helps ensure efficient, welcoming, and well-coordinated School operations.

Key Responsibilities:

• Executive and Operational Support— Assist the Dean with executive administrative functions, including management of correspondence, scheduling, preparation of administrative documents, coordination of meetings, and tracking of routine administrative deadlines. Identify opportunities to improve administrative processes, recommend solutions, and implement procedures approved by the Dean. Assist the Dean with the compilation of data and generation of state, federal, and other required reports.
• Financial Administration and Reporting— Assist designated fund managers with routine budget monitoring, transaction reviews, expenditure reconciliation, and preparation of financial reports. Identify and research discrepancies, maintain accurate budget-support documentation, and coordinate with Accounting, Procurement, and the Budget Office.
• Faculty Personnel and Evaluation Support— Create and maintain confidential faculty personnel documentation, coordinate administrative components of personnel action file reviews, monitor submission deadlines, and assist with the preparation and organization of faculty evaluation, promotion, tenure, and personnel records in accordance with established College procedures.
• Scholarship and Special Projects Support— Provide administrative assistance for School of Education scholarship processes, including application tracking, documentation, recipient records, and coordination with the FLC Foundation and appropriate scholarship committees. Support the Dean's special projects, institutional reporting, and School initiatives through administrative coordination, document preparation, records management, and data compilation.
• Serve as the primary administrative assistant to the School of Education Associate Dean, Coordinators, & Teacher Education Department and faculty.
• Coordinate purchasing, procurement-card reconciliation, reimbursements, invoices, travel documentation, and routine budget-support records for faculty and staff.
• Support faculty and staff hiring, onboarding, adjunct and overload documentation, approved personnel transactions, and coordination with Human Resources and Academic Affairs.
• Maintain organized, confidential School and department records, shared files, directories, procedures, student files, and documentation supporting accreditation or reauthorization activities.
• Oversee day-to-day office and shared-space operations, including supplies, equipment service, work orders, inventories, workspace setup, and approved office moves.
• Coordinate logistics for School events, recruitment activities, retreats, guest visits, community gatherings, and the Teacher Education Professional Exhibition.
• Support School communications, website profile updates, brochures, social media, recruitment materials, and promotional inventory.
• Serve as a first point of contact and connect students, employees, families, and community members with the appropriate faculty member, administrator, or campus resource.

Minimum Qualifications:

• Three years of professional administrative assistance experience. Part-time experience will be prorated.

OR

• A combination of relevant experience and education from an accredited college or university may substitute for the required experience on a year-for-year basis. Transcripts must be received by the application deadline when education is used as a substitution.

Preferred Qualifications:

• Administrative experience in higher education.
• Experience coordinating special events and logistics.
• Experience managing and reconciling procurement-card accounts.
• Experience supporting multiple budgets, arranging travel, and reconciling travel expenses.
• Experience with data compilation, reporting
• Experience utilizing Workday.

Required Competencies:

• Strong critical thinking, analytical, active-listening, and problem-solving skills.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Proficiency with Microsoft 365, particularly SharePoint and Excel.
• Strong organization, time management, data-entry accuracy, and attention to detail.
• Ability to manage competing priorities and work effectively both independently and as part of a team.
• Ability to exercise discretion and maintain confidentiality.

Work Schedule and Conditions:

• Monday–Friday, 8:00 a.m.–5:00 p.m., with occasional evening or weekend hours for campus and School of Education events.
• Regular on-campus, in-person work is required because the position supports physical spaces, materials, events, and front-facing operations.
• This position is paid on a biweekly lagged payroll cycle.
• This is a covered position under the Colorado Partnership for Quality Jobs & Services Act.

Benefits:

• Medical, dental, vision, life, and disability coverage through State of Colorado employee benefits.
• Retirement options through Colorado PERA, including defined benefit and defined contribution plans, plus 401(k) and 457 plans.
• Flexible Spending Accounts, employee wellness resources, annual and sick leave, paid family and medical leave for eligible employees, and 11 paid holidays.
• Additional Fort Lewis College benefits and discounts.
• Some positions may qualify for the Public Service Loan Forgiveness Program.