Administrative Assistant III - Health Science & Wellness

Full Job Description

Who We AreWe 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 hybrid 1 day per week.
• This position does require a strong on-campus presence on the Larimer Campus (Fort Collins, CO) and will need to travel occasionally to the other two FRCC Campuses.
• This position works the following shift: Monday-Friday, 8:00 am-4:00 pm.

Requirements

GENERAL SUMMARY:
The Health Science & Wellness (HSW) Administrative Assistant III position will provide administrative and technical support to the School of Health Sciences and Wellness (HSW), performing varied duties related to purchasing, budgeting, faculty, students, Health Science and Wellness related public clinics, grants, coordinator support and tracking, and general administrative responsibilities.

The Administrative Assistant III provides comprehensive administrative and organizational support for the School of HSW, to facilitate the efficient operation of the School.

This role involves handling a wide range of administrative tasks, managing communication, coordinating schedules, providing budget, purchasing and travel coordination support, supporting faculty with tracking applications and student rotation placements, tracking and working with school of HSW coordinators to complete tasks, assisting with the school’s public facing clinics, and assisting with various academic and administrative and technical responsibilities.

DUTIES:

Administrative Support & Office Management

Collaborate with admin assistants and coordinators in the School of HSW to ensure all administrative assistant & support tasks are completed for the School of HSW. Duties include, but are not limited to:

Provide Administrative and Office support

• Serve as a first point of contact for the School of HSW.

• Create a welcoming and friendly environment for the School of HSW, making sure students, faculty, instructors, staff and all customers feel valued and attended to.

• Provide office and phone coverage, screen/review email and mail.

• Communicate and assist faculty, staff, and students to resolve issues and develop solutions. Escalate issues to HSW Operations Manager, the Academic Dean, and the VP as needed.

• Obtain information to develop solutions and complete processes.

This may include performing research to determine potential solutions/options, working with other college departments, identifying more information from a faculty or staff member, collecting information, communicating with a vendor representative, and participating in trainings.

• Provide information on how to complete processes to faculty, instructors, staff, and customers as needed.

• Create and distribute communications as needed.

• Responsible for routine office procedures including typing, filing, editing documents, completing projects, taking notes, making copies, distributing mail, ordering and maintaining supplies.

Office Management

• Ensure customer service follows rules and regulations, FERPA, HIPAA, and internal FRCC processes and procedures.

• Assist the School of HSW, by committing to specific actions and functions independently to resolve operational problems.

• Collaborate with internal and external stakeholders, conveying knowledge of college organization, department chairs, faculty, and staff as related to the School of HSW.

• Create and maintain office processes and training material.

• Write/update office guidelines; design forms and processing steps; design general office record keeping systems in paper and electronic mediums per program standards.

• Create and track work-orders for maintenance projects.

• Supports staff in obtaining access to spaces as needed.

• Initiate and complete the hiring process for work-studies, as needed. Responsible for scheduling and reviewing work study time sheets.

• Create and maintain the department’s information boards (i.e. bulletin boards).

• In consultation with faculty and staff in the School of HSW support the drafting and submission of operations related forms.

Support and Utilize Technology

• Serve as a resource to help troubleshoot computer, technology, and software needs and/or directs staff to IT or make IT requests.

• Interface with internal and external stakeholders to complete processes and resolve issues.

• Utilize Microsoft and other software products to compose correspondence, compile reports, edit and distribute memos; manipulate and create spreadsheets, generate tables and formulas, and complete tasks.

• Utilize Banner and Ad Astra to generate reports and complete tasks.

Calendar management and appointment/meeting scheduling

• Schedule appointments, meetings, and events.

• Coordinate and schedule appointments with faculty, staff, students, and external stakeholders.

• Monitor and adjust calendars to accommodate changes, prioritize appointments, and resolve conflicts.

• Plan and help organize meetings and events, such as school meetings and retreats, faculty in-service days, awards ceremonies, student academic events, committee meetings, advisory boards, workshops, continuing education programs.

This includes location reservations, ordering and paying for refreshments and food and ensuring their delivery, delivering items to events, contacting participants, assembling materials for events, processing paperwork necessary to pay for services, implementation of support for the event and tracking registration and RSVPs for the events.

Helping to set up event areas and/or running remote meeting technology.

• Attend meetings, collect attendance records, take and distribute minutes, as needed.

Accreditation & Compliance Support

• Gather and compile necessary documentation, information and statistics required for program accreditation and provide it to the Program Director.

• Ensure that all required signatures are obtained for accreditation and purchases.

• Provides support for accreditation site visits.

Academic Affairs Support

• Update and maintain filing system for syllabi, distribution lists, and school related files.

• Collect and distribute information related to HSW programs, faculty, and staff.

• Provide office and phone coverage, screen/review, forward, and support communications.

• Support CTE credentialing processes for faculty and instructors CTE credentialing requirements, as needed.

• Support Academic Affairs administrative support needs.

• Participates on college committees, as needed.

Budgeting/Purchasing/Travel

Provide support to the School of HSW by managing fiscal processes, maintaining budget spreadsheets and managing travel processes. Duties may include, but aren't limited to:

• Purchase and reallocate expenses using purchase requisitions/purchase orders, expense vouchers or p-card and reallocating transactions appropriately.

• Reviewing monthly p-card invoices for accuracy; troubleshooting for any problems; complying with fiscal rules, regulations, policies, and procedures.

• Maintain an active unencumbered college issue p-card in compliance with all requirements.

• Track department purchases, reconciles/reallocates purchases, ensures appropriate delivery of items and payment, and completes returns as needed.

• Process invoices for payment and follow up as needed.

• Initiate Internal Department Invoices (IDI) for sale/purchases between departments per state and college guidelines.

• Responsible for ensuring items received are tagged per state and college guidelines. This includes working with faculty to locate and identify tagged items for inventorying.

• Analyze, reconcile, create reports and track budgets and purchases.

• Prepare budget, purchasing, and other fiscal forms.

• Ensure compliance with FRCC and State budget guidelines.

• Participate in compiling data related to budgets and purchases.

• Make travel arrangements ensuring proper completion of all necessary paperwork including signatures and booking of travel.

• Pull budget reports, track budgets, communicate with Dean, Office Manager, Chairs and Leads, as needed.

• Pull budget reports.

• Complete mileage & travel reimbursement forms.

• Process and complete approval forms, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed.

Provide administrative support with the oversight and management of grants related to the School of Health Science and Wellness.

• Track grants allocation, as needed.

• Liaison with other admin support, chairs, faculty, other departments, and vendors.

• Corroborate with grants manager and grants accountant to maintain documentation for grants purchases per college guidelines.

• Make grant related purchases as needed.

Support for HSW Coordinators

Assist the HSW Coordinator with supporting School of HSW. This may include, but is not limited to:

Clinical/Internship/Practicum support

• Work with faculty and HSW coordinators to track student placement in internship/clinical/practicum placements.

• Provide administrative support for the maintenance of clinical sites for clinical/internship/practicum placement through the clinical placement process.

• Track information related to clinical placement.

• Collect paperwork related to clinical placement.

• Track student background check and drug screen approval results and notify the program director if there are any issues.

• Notify program director of any site or student issues.

• Participate in advisory board meetings when requested by Academic Dean.

• Attending meetings with internal and external stakeholders

Application and program admission processes

• Performing tracking of student admission requirements.

• Communicate with students, faculty, and staff to acquire necessary documentation, as needed.

• Attending meetings with HSW coordinators and faculty.

Contract Processes

• Work with contracts to renew and request new contracts and agreements.

• Track contract renewal needs and initiate renewals, as directed

• Attend meetings related to contract generation and renewals.

• Maintain communication with applicable partners and staff related to contracts.

HSW Public Clinic Support

Provide support for the college’s public clinics operated by the School of Health Science and Wellness.

This may include covering the registration desk at times, collecting and tracking patient payments, registering patients, making patient phone calls, communicating on behalf of the clinic, and completing clinic operations tasks.

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.

Incomplete applications will not be accepted or move forward.

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.
  

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 (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 reasonableaccommodation 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