Administrative Assistant III - Math/Engineering Dept Print (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4827438) Apply  Administrative Assistant III - Math/Engineering Dept Salary $4,154.00 Monthly Location Longmont, CO Job Type Full Time Job Number GJE-000033-02/2025 Department Front Range Community College Opening Date 02/10/2025 Closing Date 2/17/2025 11:59 PM Mountain FLSA Determined by Position Type of Announcement This position is open only to Colorado state residents. Primary Physical Work Address 2190 Miller Drive, Longmont, CO 80501 FLSA Status Non-Exempt; position is eligible for overtime compensation. Department Contact Information Annette Morales 303-678-3800 annette.morales@frontrange.edu How To Apply Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed. + Description + Benefits + Questions 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 CollegesPathways Project (https://www.aacc.nche.edu/programs/aacc-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 (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) . + Strong, secure, yet flexible retirement benefits,Colorado PERA (https://www.copera.org/) . + 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 anEmployee Wellness Program (https://dhr.colorado.gov/state-employees/employee-wellness-program) andEmployee Assistance Program (CSEAP) (https://cseap.colorado.gov/) . + 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. + This position requires a strong on-campus presence at the Boulder County Campus and will occasionally need to travel to other FRCC Campuses for meetings or events. + This position will work Monday-Friday, 8:00 am – 4:30 pm and will be eligible to work remote 1 day a week. Description of Job GENERAL SUMMARY: The Administrative Assistant III provides comprehensive administrative and organizational support to the Boulder County Campus, Collegewide Engineering, and Collegewide Online for the School of Mathematics and Engineering. This position occasionally provides support to the Westminster Campus. This role involves handling a wide range of administrative tasks, such as managing communication, coordinating schedules, purchasing support, and assisting with various academic, administrative, and technical responsibilities. This position directly supports Chairs, Faculty, Instructors, and Students in the School of Mathematics and Engineering at the Boulder County Campus and collegewide. DUTIES: Administrative Support to School and Programs Provide administrative support to school of Mathematics and Engineering by assisting faculty, part-time Instructors, staff, and students. Types of duties include, but not limited to: Serving as the first point of contact for the office, including but not limited to: + Answering phone calls, responding to emails and forwarding messages as appropriate. Managing inquires and emergencies, resolving issues and/or escalating issues to the Academic Dean as needed. + Documenting, updating and maintaining office processes and communication. Submitting work orders. Maintaining department contact lists and bulletin boards. + Providing customer service and administrative support to students, Chairs, Faculty, Instructors, staff, and other customers. + Communicating administrative information to and from Chairs, Faculty, Deans, Instructors, and other campus employees. + Supporting program-related initiatives by providing student communication, data tracking, and evaluation criteria. + Reviewing syllabi and maintaining archives. + Assisting Chairs, Faculty, and Instructors in submitting absences and arranging substitutes for classes. + Ensuring students are notified when classes are canceled. + Distributing mail and supplies. + Supporting camps with room reservations in Ad Astra. + Ordering name tags, business cards, keys, and access badges. Assisting with on-boarding Faculty and Instructors, types f tasks include but not limited to: + Assisting Chairs with completing Account Access Request, MyCourses access and Banner access forms. Helping to ensure compute technology, copy codes, equipment requests are processed, as needed. + Ordering name tags, business cards, keys and access badges. Collaborating with other Mathematics and Engineering Administrative Assistants to create, update and maintain information and processes, including: + Composing, formatting and maintaining various types of departmental reports, correspondence and forms. + Creating and updating office procedures and training materials. Working with Chairs and the Dean Administrative Assistant to update course schedules and process FLAC (Faculty Load and Compensation) as needed. This includes: + Completing FLAC related forms as needed. + Ensuring FLAC is processed timely. Processing hourly appointment forms as needed. Budget/Purchasing Support + Making tax-exempt departmental purchases from various approved vendors. + Tracking budget reports for the School of Mathematics & Engineering. + Ensuring compliance with FRCC and State budget guidelines and recommend adjustments. + Participating in compiling data for annual budget based on course sections, Faculty load forms, etc. + Processing purchase request forms, purchase orders, receiving reports, expense vouchers, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed. + Processing invoices for payment and follow-up as needed. Meetings and Events Providing administrative support to School of Mathematics and Engineering by assisting Dean Administrative Assistant, Chairs, and Faculty with managing schedules, meetings and events. Types of tasks include, but aren't limited to are: Helping to coordinate department meetings, types of duties may include: + Reserving rooms, placing invites on calendars. + Creating and preparing agendas, other material for the meetings. + Attending meetings to take and disburse minutes. Collaborating with staff to organize and manage events, types of duties may include. + Securing space, identifying vendors, managing budget. + Purchasing and picking up/receiving supplies and food as needed. + Processing all necessary paperwork, including: Official Function Forms, Contracts, Invoices. + Collaborating and organizing campus and school events as needed. 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 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 employment experience do not leave it blank and attach a RESUME. 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) OR Lived Experience Qualifications: Three (3) years working experience volunteering in an office environment, working for a Nonprofit organization, community center, schools, religious institutions or hospital, answering telephones, organizing files making copies, organizing materials and assisting customers, etc. + You may receive credit from the age of 16 and over. + You must give dates and number of hours worked, as well as job duties. REQUIRED COMPETENCIES: + Customer Service: Provide administrative support to internal and external stakeholders in the School of Math & Engineering. + Communication: Communicate accurate, timely, and detailed information to faculty, staff students, administrators, external partners (vendors, schools, higher educ and state). + Problem Solving: Determining the cause of the problem, identifying, prioritizing the situation and selecting a solution. + Technology: Knowledge of Microsoft Office Suite (Outlook Word, Excel Teams), WebEx, Banner, Ad Astra. Scheduling appointments, creating and managing forms, completing forms, managing communications and calendars for Dean and department. + Attention Detail: Updating Banner, completing travel paperwork, updating + spreadsheets, processing invoices, processing purchase orders, managing events, scheduling appointments, completing FLAC, assisting with Dean’s calendar and department course schedule. + Critical Thinking: Understanding compensation handbook, making purchases and reallocating expenses. Updating department paperwork, analyzing data and department site. Addressing student and instructor concerns. + Equity, Inclusion and Diversity: Inclusivity and a commitment to the safety and dignity of each member of our community, personal accountability for action, develop ongoing, specific action steps to ensure inclusivity and equity. + Reallocating Expenses/Maintaining Budget: Making purchases, reallocating expenses, updating spreadsheets + Time Management: Completing purchasing, overseeing student employee, reallocating expenses, processing FLAC, updating spreadsheets; updating Banner. + Event Planning: Scheduling rooms, planning, managing, and facilitating events. + Confidentiality: Updating Banner, working with student information, escalating issues, working in Navigate. 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. 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, by calling 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 (https://www.frontrange.edu/docs/default-source/Being-a-Student/safety-security/campus-security-report.pdf) (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 The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon. 01 Do you have experience working at a college or university or another academic environment? If yes, please describe that experience. 02 Are you currently or have you in the past, worked in a similar position/role within the State Classified System? If yes, please give the dates of employment and job title. 03 Do you have experience utilizing Microsoft Office software applications, specifically Excel, Outlook, Word, and Teams? How would you describe your proficiency using them? Please include specific examples of how you use these applications. 04 Do you have experience working with a formalized database system, such as Banner, Access or other? If yes, please describe that experience. 05 Do you have experience as the first point of contact for a department of an organization? If yes, please describe that experience. 06 Do you have experience making department purchases, reconciling, and tracking expenses? If yes, please explain your experience. 07 Do you have experience with setting up and managing events? If yes, please describe that experience. 08 Do you have experience utilizing your problem-solving skills? Describe a time you had to problem solve. Describe the incident, what steps you took, and the outcome. 09 Please describe your customer service experience. What type of business were you working in what was your responsibility with regards to customer service? 10 Have you provided administrative support to a large department or office? If so describe that experience. 11 Describe a time when effective communication was critical to your work assignment or position. Include the steps you took to make sure everyone that needed to be included in the communication was. 12 Have you provided support to a team or person? If yes, please describe that experience. Required Question Employer State of Colorado Address See the full announcement by clicking the "Printer" icon located above the job title Location varies by announcement, Colorado, -- Website https://careers.colorado.gov/ Apply Please verify your email addressVerify Email