Administrative Assistant III

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 hybrid 2 day per week.
• This position does require a strong on-campus presence on the Westminster Campus (Westminster, CO) and will need to travel occasionally to the other two FRCC Campuses for meetings, trainings and events.
• This position works the following shift: Monday-Friday, 8:30 am-5:30 pm. (some variances for extended hours or special events when necessary)

Description of Job

The Office of the Registrar provides an efficient delivery of services to meet the needs of FRCC internal and external community including Colorado Community College System (CCCS). The Registrar's role is vital and central to managing campus enrollment and possesses primary responsibility for maintaining the security and integrity of the institution's academic records. Specifically, the Office of the Registrar is responsible for the following: maintaining an accurate and complete academic history for each current and former student; providing an effective method of enrollment, interpreting and enforcing policy to internal and external constituents as appropriate and in accordance with state, federal, and institutional policy; conferral of degrees and certificates; assist with development of course scheduling and academic instructional calendar; preparing and publishing registration schedules; transfer evaluation; providing academic records; academic record and enrollment reporting; Colorado Opportunity Fund (COF) processes and reporting; administering tuition classification; international student admissions; certifying enrollments, maintaining Degree Works.

The Systems & Records Support Specialist plays a vital role in supporting the operational and technical functions of the Academic Systems & Records Coordinator. This position ensures the accuracy and integrity of student records, supports curriculum and program updates, and provides frontline assistance for academic systems and supplemental application processes. The Specialist contributes to institutional compliance, student success, and efficient academic operations through detailed record management, communication, and cross-departmental collaboration.

Duties

Student Records & Curriculum Maintenance

• Processes major changes and campus selection updates in Banner and related systems.
• Conducts catalog year updates for majors and ensure alignment with curriculum changes.
• Reviews and implement curriculum fixes and assist with teach-out plan reviews in collaboration with Academic Services.

Compliance & Reporting

• Assists in reviewing reports related to major declaration and program details to find discrepancies and needed updates, to comply with state and federal compliance requirements and deadlines.
• Assists in preparation of the 85/15 report for Military/Veteran Services in coordination with the Veterans Services team every semester to comply with federal compliance requirements and deadlines.
• Supports conducting degree verifications and respond to related inquiries from internal and external stakeholders.
• Back-up for the National Council for State Authorization Reciprocity Agreements (NC-SARA) point-of-contact, managing student communications and ensuring compliance with state authorization requirements.

Supplemental Applications & Admissions Support

• Screens submitted documents for supplemental application programs, ensuring completeness and compliance with program requirements for initial eligibility.
• Provides guidance and troubleshooting to students navigating the supplemental application process.
• Collaborates with the Coordinator to maintain accurate documentation and communication templates for supplemental admissions.

Academic Systems Troubleshooting and Maintenance

• Provides basic troubleshooting for degree audit software system, Degree Check (DC), and escalates complex issues to the coordinator.
• Assists in research and resolution of student record discrepancies and system-related issues.
• Supports the testing and implementation of system updates related to academic records and planning tools.

Customer Service & Department/Division Support

• Responds to student, faculty, and staff inquiries via email, phone, and ticketing systems with professionalism, accuracy, and adherence to FERPA and institutional policies.
• Supports communication efforts related to academic records, curriculum updates, and supplemental admissions processes.
• Contributes to departmental operations by managing documentation, supporting workflows, and assisting with broader initiatives as needed.
• Provides back-up support across functional areas to ensure consistent service, operational continuity, and departmental coverage.
• Participates in departmental and divisional committees and workgroups as requested.
• Assists with college events and division-sponsored activities designed to enhance student support.

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

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.
• 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.
• Event Planning: Scheduling rooms, planning, managing, and facilitating events.
• Cultural Competence: Recognizes the need to become knowledgeable about the ways to communicate and support students and coworkers of other backgrounds.

NECESSARY SPECIAL REQUIREMENT & CONDITIONS OF EMPLOYMENT: Must submit to and successfully complete a pre-employment 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 (***email_hidden***), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed View phone number on workus.org) 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 workus.org; 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 workus.org or by calling View phone number on workus.org.

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

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information:

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

Are you currently or have you in the past, worked in the Administrative Assistant Series within the State Classified System? If yes, please give the dates of employment and job title.

Describe your experience serving as the first point of contact for a department or organization. What type of organization did you work for? What were your primary customer service responsibilities? How did you handle inquiries, requests, or concerns?

Describe your experience using Microsoft Office Suite (Excel, Word, Outlook), as well as MS Teams and SharePoint in a professional setting. Please provide specific examples of how you have used these tools in your daily work.

Describe your experience processing and managing information, documents, or forms. Include examples of how you have compiled, verified, entered, recorded, or maintained data.

Do you have experience working with database systems such as Banner, BDM, Navigate, Degree Works, Microsoft Access, or similar platforms? If yes, please describe the systems you have used and how you used them in your role.

Describe your process for reviewing your work to ensure accuracy, completeness, and adherence to established procedures or standards. Include any tools or methods you use.

Provide an example of your experience interpreting and explaining policies, procedures, or guidelines to others. How did you ensure understanding and compliance?

Describe how you manage your time and workload when priorities change unexpectedly. Provide a specific example of how you successfully handled shifting priorities.

Describe a situation where effective communication was critical to your success in a role or assignment. What communication methods did you use? What was the outcome?

Provide an example of how you have used problem-solving and critical thinking skills in your work. What was the situation, and what steps did you take to resolve it?

• Required Question