Colorado State Administrative Assistant III - Deans Office in Adams County, Colorado

Administrative Assistant III - Deans Office



Administrative Assistant III - Deans Office


$3,458.00 Monthly


Adams County, CO

Job Type

Full Time


Front Range Community College

Job Number



6/26/2017 11:59 PM Mountain

  • Description

  • Benefits

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Department Information

Description of Job

FAIR LABOR STANDARD ACT DESIGNATION (FLSA): The FLSA designation for this position is nonexempt, therefore would be eligible for overtime. Front Range Community College gives employees compensatory time in lieu of cash and is a condition of employment.

DUTIES: Provide administrative and technical support to the Division of Instruction by performing varied duties related to purchasing, faculty, student grade changes, Independent and Directed study courses, Perkins grant, and general administrative duties. This position may work a few evening hours.

Act as receptionist for Instructional Deans office front desk. Acts as liaison between the division's department chairs, faculty, staff and students by providing necessary solutions to their needs. Plan and schedule appointments for the deans of instruction. Compose, prepare and process sensitive and confidential documents submitted for the dean's review and signature. Update and retain a file system according to college and division requirements. Create spreadsheets and reports as needed or requested. Attend Chair meetings and take meeting notes as requested. Keep current on new student forms, purchasing forms, policies and procedures, semester due dates, etc.

This position has primary responsibility for managing the Perkins Grant process as it relates to instructional programs. This includes purchasing and documentation compliance for Perkins. Act as a resource for admin assistants on processes and compliance. Reviews purchase requests for accuracy and compliance with Perkins approved budgets.

Create and distribute enrollment reports. Create Independent and Directed Study classes according to submitted paperwork. Process grade changes, prerequisite overrides and schedule grade appeal appointments as required.

Compose and prepare WC Monthly Advisory Board reports for deans to review before sent to VP. Assist with classroom inspections for furniture inventory, repairs and classroom supplies prior to each semester. Maintain all CTE advisory committee minutes and directories.

Budget: Prepare budget documents by reallocating P-Card purchases in Banner,

assembling receipts, completing expense transfers, and reconciling monthly P-card statement. Track WC Instructional Perkins allocation. Maintain files for Perkins purchases as per college guidelines.

Purchasing: Assist with Perkins purchases. Manage office supply inventory of Instructional Dean's Office, Faculty Service Center (formerly Faculty Support),and classroom supplies for the Westminster campus.

Meetings/Conferences/Special Events: Organize meeting notifications/invitations: accept RSVP's; make catering arrangements; complete and process relevant paperwork according to state regulations. Charged with coordinating the Faculty Chair Retreats and Faculty In-service each Fall and Spring semester.

Travel: Make travel arrangements for instructional deans by making airline reservations, hotel accommodations, registration arrangements and completing all necessary paperwork. Obtaining appropriate signatures. Complete necessary paperwork upon their return.

Check Ad Astra notifications for classroom reservation requests daily and approve as needed. Ad Astra is the software program used to schedule classrooms and conference rooms.

Communication: Convey knowledge of college organization to department chairs, faculty and staff as related to instruction. Represent office to staff, students and constituencies and refer them to proper authority in an informed manner on issues related to personnel, budgeting, facilities, and other departments as needed. Make decision based on this knowledge. Draft reminder emails on behalf of the Instructional Deans regarding non-attendance reporting, grade reporting, and student late add deadlines and procedure. Research student late adds, schedule appointments for students with the Instructional Deans.

Coordinate Faculty interviews with HR. Schedule and track faculty classroom observations. Organize the faculty evaluation process as it pertains to the instructional deans' office. This may include scheduling appointments, copying, and filing, saving to shared drive and distributing copies to the appropriate personnel.

Faculty Records: Retain continuous records of all faculty assignments, contract changes (limited, provisional, non-provisional), and office locations.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM REQUIREMENTS: Thirty-six months (36) of higher level clerical 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). 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)

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.

HIGHLY DESIRABLE: The highly desirable candidate will possess the following:

Strong public contact experience in an educational setting or large organization. Knowledge and experience using Banner or similar system. Experience involving a wide range of clerical responsibilities. Experience explaining policies and procedures; prior experience entering information into a database. Excellent customer service and interpersonal skills; excellent organizational skills; attention to detail (ability to check for typographical, grammatical and spelling errors, etc.); ability to multitask and be a self-starter; excellent communication skills in person and on the telephone; excellent written communication skills. Experience with organizing meetings/events, experience working in Higher Education. Understand and determine appropriate rules and regulations from various sources. Experience with problem solving processes. Knowledge in creating and extracting information from Excel spreadsheets. Microsoft Office applications including Outlook, Excel, and Word required skills. Experience supporting a professional/executive level position. Familiar with FERPA and HIPPA guidelines. Experience working in the role of an office manager. Experience tracking and monitoring budgets.


If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at

A standard appeal form is available at: If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

IMPORTANT NOTE TO APPLICANTS: FORMER EMPLOYEES OF COLORADO COMMUNITY COLLEGE SYSTEM OR ONE OF ITS 13 COLLEGES, WHO WERE DISCIPLINARILY TERMINATED OR RESIGNED IN LIEU OF TERMINATION, MUST DISCLOSE THIS INFORMATION ON YOUR APPLICATION. Applications are a part of the selection/employment process and will be reviewed to determine if you meet the minimum requirements for the position. Review of your application materials may be the only step of the exam process for this position. Be sure your application specifically addresses the requirements as listed in the minimum requirements. If documents (transcripts, licenses, certificates, etc.) are required make sure you include them in your application packet. Address your experience, work products, and accomplishments as they relate to the position duties and minimum requirements. Attach additional pages if necessary to fully explain your experience and accomplishments. Failure to include the required information and/or documents by the application deadline may result in your application not being considered for the position. Applications must be completed in their entirety (the words "See Resume" on the application are NOT acceptable) and SIGNED to be accepted. Resumes and cover letters will not be accepted in lieu of the official E Form application (Online). The deadline for RECEIPT of application materials is 11:59 p.m. on the closing date. Should transfers be looked at separately, please note that temporary appointments are not eligible to be considered as Transfers. Your application will be reviewed by a Human Resource Specialist to determine if you meet the minimum requirements for this position. If there are questions related to your qualifications your application will be given a second review. If your application is still rejected you have the right to have your rejection reviewed by the State Personnel Director. To request this review you must include: 1) Job title; 2) Agency involved; 3) Name of the agency representative spoken to during informal resolution attempts; 4) Date(s) of the conversation; 5) specific issue: and 6) reason(s) it is believed the decision was arbitrary, capricious, or contrary to rule or law. This request for review should be directed to: State Personnel Board, 633 17th Street, Suite 1320, Denver, CO 80202-3604 or fax to 303-866-5038. Contingent upon the number of applications received, testing could be conducted for this position. To request ADA accommodations in testing for this examination, contact: Human Resources, 2190 Miller Drive, Longmont, CO 80501, (303) 678-3800.

Equal Opportunity Employer: The Colorado Community College System does not discriminate on the basis of sex/gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, genetic information, gender identify, or sexual orientation in its activities, programs, or employment practices as required by Title VI, Title VII, 1964 Civil Rights Act; Title IX, Education Amendments of 1972; Age Discrimination in Employment of 1967; Section 504 of the Rehabilitation Act of 1973; Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) of 1974, Pregnancy Discrimination Act of 1978; Genetic Information Nondiscrimination Act of 2008; and the Americans with Disabilities Act (ADA) of 1990.

Americans with Disabilities Act (ADA) Accommodations

The Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from discrimination in the workplace. The ADA applies to all areas of employment, including pre-employment and employment testing. Candidates wishing to request reasonable accommodations must do so at least three days prior to the administration of the exam.

If you are an individual who wishes to request reasonable accommodations for an exam, refer to the contact information on the exam scheduling notice or on the specific job announcement.

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.

For information regarding Front Range Community College Security, including crime statistics for the Larimer, Westminster, and Boulder County campus and surrounding area, please visit the following Clery Act Information or call 303-404-5794.