Administrative Assistant III - Academic Success Center

Full Job Description

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 1 day per week.

This position’s home campus will be the Westminster Campus (Westminster, CO) and will be required to work at Boulder County Campus 2 times per week as coordinated between Westminster Campus and Larimer Campus Academic Success Center (ASC) Administrative Coordinators.

This position may require work an evening or Saturday on rare occasions.

This position typically works the following shift: Monday-Friday, 8:15 am-5:15 pm.

Daily start and end times may vary based on center coverage needs and unforeseen circumstances, including one designated day per week with hours extending until 6:00 PM.

One remote day per week will begin after completion of job-embedded training.




Requirements

GENERAL SUMMARY:The Academic Success Center (ASC) 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, office management, and customer service needs for the entire department.

This position exists to coordinate administrative services and deliver high-level customer service and the day-to-day operations of the Academic Success Center.

The Westminster Campus and Larimer Campus Administrative Assistant III share the job duties for the Boulder County Campus ASC.

This position is covered under Colorado partnership for quality jobs and services act (COWINS).

DUTIES:

Office Management

Administrative & Front Desk Support:

• Serve as the primary point of contact for the Academic Success Center (ASC), answering questions and routing concerns appropriately.
• Answer phone calls, respond to emails, and forward messages as needed.
• Submit work orders and process equipment and technology requests (e.g., computers, copy codes).
• Order and manage supplies such as name tags, business cards, keys, and access badges.
• Maintain department contact lists and bulletin boards.

ASC Space, Calendar & Operations Management:

• Ensure the ASC is properly opened and closed according to established procedures.
• Maintain a clean, organized, and welcoming environment, including common areas and workspaces.
• Monitor and replenish office and program supplies as needed.
• Update and maintain signage and bulletin boards to ensure information is current and accurate.
• Maintain and update the ASC in-house calendar, including scheduled services, events, team members' locations (if different than usual), out-of-office (OOO), and work-from-home (WFH) schedules.
• Communicate any changes or exceptions to ASC hours to students, staff, and stakeholders.
• Customer Service Focus
• Provide a positive, professional, and welcoming experience for all ASC visitors, including students, faculty, and staff.
• Support ASC student employees by answering questions, clarifying procedures, and providing guidance as needed.
• Handle inquiries, concerns, or conflicts with professionalism and sensitivity to ensure a supportive environment.

Student Support:

• Meet with students involved in Financial Aid appeals to explain available ASC services and gather data on intended usage.
• De-escalate emotionally charged situations to better understand and address student needs.

Scheduling & Operations:

• Schedule services within ASC spaces and ensure schedules are received from the Writing Center, Math Lab, and other hosted services.
• Adjust ASC room schedules as needed or directed.
• Support Coordinator(s) with day-to-day ASC operations and space management.
• Provide administrative support across ASC locations, both in person and remotely.

Documentation & Process Management:

• Document, update, and maintain office procedures and communications.
• Ensure ASC documents meet accessibility standards.
• Compose, format, and maintain departmental reports, correspondence, and forms.
• Create and update office procedures and training materials.

HR & Onboarding Support:

• Complete and process Hourly Appointment Forms (HAFs).
• Collaborate with HR to ensure tutors and student employees complete new hire paperwork.
• Support efforts to provide positive onboarding experience for new employees

Collaboration & Training:

• Collaborate with other Administrative Assistants to create, update, and maintain ASC team sites and forms.
• Assist with planning and coordinating biannual training for part-time employees.

Additional Responsibilities:

• Perform other duties as assigned.

Administrative & Front Desk Support:

• 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 opportunities 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 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, accurate, and innovative.
• Submit website changes as requested by ASC leadership.

Qualifications

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 (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) 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 (303) 866-3300; 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.




Additional 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.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, robert.gregory@frontrange.edu or by calling 303-404-5473.

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:

1. By going to the internet website at: Clery Act Information(Download PDF reader)
2. 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