Colorado State Administrative Assistant III - Math/Science in Adams County, Colorado
Administrative Assistant III - Math/Science
Administrative Assistant III - Math/Science
Adams County, CO
Front Range Community College
6/26/2017 11:59 PM Mountain
Description of Job
The position exists to provide administrative assistant support to the department chairs of Math and Science as well as to the faculty and instructors of these departments.
Departmental Administrative Support
Provide general clerical, word processing, data entry, and administrative support to the chairs, faculty and instructors of the Science Department and the Math Department to create reports, memos, forms, tests, classroom materials and correspondence. Responsible for all routine office procedures including typing, filing, editing letters and projects, making copies, ordering and maintaining supplies and office equipment. Maintain department contact information. Assist the departments by committing to specific actions and functions independently to resolve operational problems.
Ensure customer service is in compliance with rules and regulations, FERPA, and internal FRCC processes and procedures. Clarify and communicate FRCC and departmental policies. Establish and maintain effective and cooperative working relationships while serving as the first point of contact to the public and department staff.
Create, coordinate and schedule appointments, rooms and meetings. Responsible for coordinating materials for department meetings, taking minutes, working with chair on semester course schedules, text book ordering, monitoring and coordinating departmental functions, and other duties as assigned and determined by the chair. Help plan and organize meetings, workshops, assembling materials for events, processing paperwork necessary to pay for services. Schedules rooms and checks room availability through FRCC scheduling software. Maintains records including minutes of meetings; compose, edit, and disseminate correspondence meeting minutes, agendas, and notices. Receive and distribute department mail. Manage faculty load forms and collect department syllabi, gradebooks, and schedules. Manage the process of student feedback forms including preparation, collection, processing, and redistribution.
Create and revise office procedures and write office procedures guidelines; design forms and processing steps; design general office record keeping systems in paper and electronic mediums per discipline standards. Initiate office procedures manual.
Create and track work-orders for maintenance projects. Track keys throughout the department offices and some classrooms.
Assist with the on-boarding process for new faculty and instructors. Ensure new faculty and instructors have necessary access to email, keys, textbooks, name tags, department handbook and FRCC instructor handbook.
Position utilizes and serves as a resource for full-time faculty and instructors on the following Microsoft Office computer programs: Word, Outlook, Excel, PowerPoint and Access. Duties involve composing correspondence, reports, editing and distributing memos; creating flyers and other documents; creating spreadsheets, tables and formulas in Excel, upload/download and manipulate data in spreadsheets to maintain records; utilize Access to develop and maintain database to track department specific information, including instructor credit hours for tier pay standards. Utilize Outlook to maintain calendars and appointments;. Position interfaces with IT through work-orders, follow-up and software request questions. Maintain spreadsheet for current Science and Math Department Software programs.
Position supports both departments in Banner information including student follow-up information, enrollment issues, and classroom availability. Maintain Math and Science Team Sites on FRCC Intranet.
Assist in the eAssignment load process, sub process, and schedule. Generates absence, substitute and general workload contracts through FLAC process.
Budget: Analyze, reconcile and track the budget needs of the various disciplines in the math and science departments. Prepare budget documents by reallocating P-Card purchases in Banner, assemble receipts, and reconcile monthly P-card statements for department chairs. Oversee compliance with FRCC and State fiscal guidelines and recommend adjustments.
Purchasing: Manage inventory of faculty office and classroom supplies for the departments. Create a workflow process to support purchasing for multiple department faculty. Oversee the ordering of supplies as needed and special orders upon request of department chairs.
Travel: Make travel arrangements for faculty by making airline reservations, hotel accommodations, conference registration arrangements and completing all necessary paperwork. Obtaining appropriate signatures. Advise and assist faculty with completing necessary paperwork upon their return. Process mileage expense vouchers as needed.
Grants: Knowledge of and compliance to policies, rules, regulations, and processes of Perkins grants, external grants, and internal FRCC awards.
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 www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. 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.
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.