Administrative Assistant Iii-Academic Success Center

Department Information
Who We Are
We are the largest community college in Colorado, enrolling close to 28,000 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 Colleges Pathways 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.
(After fully trained)
* This position is based out of the Larimer Campus in Fort Collins but will work at the Boulder County Campus (Longmont) 2-3 days a month for coverage, optimal workflow, and team dynamics.
* Occasional travel to the other campuses for meetings will be required.
Description of Job
GENERAL SUMMARY:
The Academic Success Center exists to provide students at Front Range Community College with instructional support via vestibule labs, drop-in, one-on-one and group tutoring, supplemental instruction, and academic coaching.
Instructional support includes mentoring, coaching, and connecting students with appropriate resources within the unit, as well as the campus and college as a whole.
This is a college wide position and supports administrative and customer service needs for the entire department.
This position exists to coordinate administrative services and deliver high-level customer service for the day-to-day operations of the Academic Success Center (ASC).
When other ASC leadership is away or unavailable, this position is responsible for overseeing the daily operations of the Center for which they are housed.
This position is covered under Colorado partnership for quality jobs and services act (COWINS).
DUTIES:
Office Management
* Act as the primary point of contact for the Academic Success Center (ASC), answering questions routing concerns.
Answering phone calls, responding to emails and forward messages as appropriate.
Submit work orders.
Maintain department contact lists and bulletin boards Help ensure computer technology, copy codes, equipment requests are processed, as needed.
Order name tags, business cards, keys and access badges.
* Meet with for students involved in Financial Aid appeals to help them understand what services and support the Centers can provide and gather data regarding how the students will utilize the ASC services.
* De-escalate emotionally charged students to better understand their needs.
* Schedule services into ASC rooms; ensure schedules are received from Writing Center, Math Lab, and any other hosted service.
Adjust ASC room schedules as needed or directed.
* Document, update and maintain office processes and communication.
* Ensure ASC documents meet accessibility standards.
* Support the Coordinator(s) in the day-to-day operations of the ASC, helping to manage the space.
* Provide administrative support to the ASCs either in person or remotely, to help ensure that administrative needs are met at all the campuses.
* Complete and process Hourly Appointment Forms (HAFS) and collaborate with the HR department to ensure tutors and student employees finalize their new hire paperwork.
Additionally, support efforts to provide a positive onboarding experience for new employees.
* Collaborate with other Administrative Assistants to create, update and maintain ASC team site(s) forms, including:
* Compose, format and maintain various types of departmental reports, correspondence and forms.
* Create and update office procedures.
* Training material.
* Bi-Annually, help plan and coordinate training for part-time employees.
Backup to ASC Coordinators
* Serve as a backup by assisting the ASC Coordinators with processing, tracking, scheduling and communicating tutor requests from students.
* Independently assess and resolve low-level concerns and complaints, escalating moderate to high level issues to a Coordinator, Assistant Director, or the Director, as necessary.
Student Staff Supervision and Training
* Hire, train, evaluate, and supervise front desk 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.
* Create the student staff schedule to ensure coverage of the front desk in the Academic Success Center.
* Provide organizational and functional leadership related to student staff management including updating training materials and manuals, providing resource information & communication, and maintaining relevant information related to the Academic Success Centers.
* Coach student staff as/when needed in customer service and technical skills.
* Actively encourage and provide opportunity for student staff to learn new skills, improve existing skills, and strive for excellence in customer service and office technology/support.
* Ensure all time sheets are approved and processed in a timely manner.
Serve as a proxy for time sheet approval as needed for other staff in the Academic Success Centers.
Budget, Purchasing and Forms Management
* Process purchase request forms, purchase orders, receiving reports, expense vouchers, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed for all campuses, in collaboration with other ASC Administrative Assistants.
* Purchase and reallocate office expenses.
* Pull budget reports for Director.
* Process invoices for payment and follow up as needed.
* Manage travel requests, reimbursements, and arrangements as necessary.
* Coordinate official function forms and track departmental expenses.
Outreach
* In collaboration with other ASC staff, develop and distribute written communication and visual materials, both college-wide and campus-specific, to promote and support the services offered by the ASC.
Support internal department communication for ASC staff.
* Partner with the Strategic Marketing & Communications to assist with creating ASC marketing outreach to students.
* Represent the ASC at New Student Orientation sessions, resource fairs, in classes, or other events to provide information and answer questions about services.
* Provide initial outreach to students identified through the Early Alert system in Navigate.
* Confirm current information on ASC websites are up to date and accurate.
* Submit website changes as requested by ASC leadership.
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 office administrative support.
Effective verbal and written communication skills are necessary for success in this position.
(Part-time experience will be pro-rated).
Do not use "SEE RESUME" statements on the application; your application must be completed in detail documenting your experience.
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:Provide support and assistance to the students, department staff, and department stakeholders by answering questions, troubleshooting, providing follow-up, resolving questions and problems that arise.
* Communication:Communicate accurate, timely, and detailed information to faculty, staff students, other departments and vendors.
* Problem Solving: Determining the cause of the problem, identifying, prioritizing the situation and selecting a solution.
* Technology:Knowledge of Microsoft Office Suite,WebEx.
Create and manipulate spreadsheets to extract data, communicating through email in an effective manner, schedule appointments and create and update forms.
* Attention Detail:Update team site, Reallocate expenses, accurate communication.
* Critical Thinking: Understanding compensation handbook, & update budget spreadsheets.
Assist with calculating expenditure.
Create spreadsheets and reports for data analysis.
Maintain confidentially.
* Equity, Inclusion and Diversity: Work with students and staff from diverse backgrounds Treat all students with respect and fairly.
* Establishing & Maintaining Relationships: Providing support to departments, employees, students, and vendors.
* Time Management: Prioritizing tasks,completing purchasing, overseeing student employee, reallocating expenses, processing, updating spreadsheets; updating Banner.
* Maintaining Budgets: Making purchases, reallocating expenses, updating spreadsheets, creating reports, knowledge of fiscal rules.
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.
Supplemental Information
Supplemental Information
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 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, 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, JoAnne Wilkinson, at ****** or call 303-678-3707.
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