Job Information
State of Colorado Administrative Assistant III - Nursing Department in Adams County, Colorado
Administrative Assistant III - Nursing Department
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Administrative Assistant III - Nursing Department
Salary
$4,154.00 Monthly
Location
Adams County, CO
Job Type
Full Time
Job Number
GJE-000542-09/2024
Department
Front Range Community College
Opening Date
09/14/2024
Closing Date
9/22/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
3645 West 112th Ave Westminster, CO 80031
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 an Employee Wellness Program (https://dhr.colorado.gov/state-employees/employee-wellness-program) and Employee 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.
Opportunities to work remotely 1 day per week.
This position does require a strong on-campus presence Westminster Campus, but may be asked to travel to the other 2 campuses occasionally for training or meeting.
Description of Job
GENERAL SUMMARY:
The Administrative Assistant III provides comprehensive administrative and organizational support to the for the school and Chairs of the School of Nursing Sciences (SONS), in order to facilitate the efficient operation of the programs offered. This role involves handling a wide range of administrative tasks, providing administrative and budget support, assisting with meeting and event coordination and assisting with various academic and administrative and technical responsibilities.
DUTIES:
Administrative Support to School and Programs
Provide administrative support to the SONS by assisting faculty, Part-time Instructors, staff and students. Types of duties include, but aren't limited to:
Serve as the first point of contact for the office, including but not limited to:
Answering phone calls, responding to emails and forward messages as appropriate. Manage inquires and emergencies, resolving issues and/or escalating issues to the Academic Dean as needed.
Documenting, updating and maintaining office processes and communication. Submit work orders. Maintain department contact lists and bulletin boards.
Providing customer service and administrative support to students, Chair, Leads, faculty, staff and other customers.
Communicating administrative information from department Chair to Academic Dean's office, Vice president’s office, faculty, deans, part time instructors and other campus employees.
Collect and file syllabi.
Ensure students are notified when classes and/or courses are canceled.
Manage signature folders as needed.
Distribute mail.
Help on-board faculty and instructors, types of tasks include but not limited to:
Assist Chairs/Leads with completing Account Access Request, MyCourses access and Banner access forms. Help ensure computer technology, copy codes, equipment requests are processed, as needed.
Order name tags, business cards, keys and access badges.
Collaborate with other SONS Administrative Assistants to create, update and maintain team site(s) forms, including:
Compose, format and maintain various types of departmental reports, correspondence and forms.
Create and update office procedures, training material
Maintain curriculum data files, faculty credentials & program specific certifications and program reviews/renewals.
Support department with room reservations in Ad Astra.
Work with Faculty, Leads and Chair, in collaboration with the Dean's/SONS Admin to update course schedules and process FLAC as needed. This includes:
Work with Leads and Chairs regarding Schedule distribution, completion and department training
Help complete FLAC related forms as needed.
Ensure FLAC is processed timely.
Oversee and facilitate the admissions process for the designated School of Nursing Sciences programs.
Disseminate nursing department admission requirements and procedures.
Verify that students have documentation turned in to meet legal requirements for clinical facilities.
Initiate faculty background checks and records to meet legal requirements for clinical facilities.
Budget and Purchasing Support
Provide any updates to budgets, communicate with Chairs and Leads as needed.
Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
Participate in compiling data for annual budget based on course sections, faculty load forms, etc.
Help Academic Dean/SONS administrative assistant with Perkins purchases, as needed.
Process invoices for payment and follow up as needed.
Meetings and Events
Provide administrative support to SONS by assisting Chair, Leads, Faculty with managing schedules, meetings and events. Types of tasks include, but aren't limited to are:
Help schedule meetings for Chairs and Advisory Boards.
Help coordinate department meetings, types of duties may include:
Reserving rooms, placing invites on calendars.
Create and copy Agendas, other material for the meetings.
Ensure Advisory Boards have meeting invites and meeting notes
Attend meetings to take and disburse minutes.
Collaborate with staff to organize and manage events, types of duties may include.
Secure space, identifying vendors, managing budget.
Process all necessary paperwork, including: Official Function Forms, Contracts, Invoices.
Setup meeting space and help check in attendants.
Create and disburse event material.
Collaborate and help organize campus and college 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 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)
REQUIRED COMPETENCIES:
Customer Service: Providing admin support to departments
Communication: Communicate accurate, timely, and detailed information to faculty, staff students, other departments and vendors.
Problem Solving: Determining the cause of the problem, identifying, prioritizing the situation and selecting a solution.
Technology: Knowledge of Microsoft Office Suite, WebEx, Banner, Ad Astra, Navigate, COGNOS, Survey Monkey, Formstack. Create and manipulate spreadsheets to extract data, communicating through email in an effective manner, schedule appointments and create and update forms.
Attention Detail: Updating Banner, completing travel paperwork, updating spreadsheets, processing invoices, processing purchase orders, managing events, scheduling appointments, completing FLAC, assisting with department course schedule.
Critical Thinking: Understanding Comp Handbook. Processing tutor requests. Making purchases and reallocating expenses. Updating, analyzing data, department site.
Equity, Inclusion and Diversity: Work with students and staff from diverse backgrounds Treat all students with respect and fairly.
Establishing & Maintaining Relationships: Providing support to departments, employees, students, and vendors.
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.
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, JoAnne Wilkinson, atjoanne.wilkinson@frontrange.eduor call 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 prior work experience at an institute of higher education? If yes, please explain.
02
Do you have experience as the first point of contact for an organization, i.e. front-line desk or phone experience? If yes, please explain.
03
Do you have experience utilizing Microsoft products including Excel, Word, Outlook, Microsoft 365, SharePoint in your daily job? If yes, please describe that experience, be sure to include examples of how you have used these products.
04
Do you have prior experience working with a database information system such as Banner, Ad Astra or similar database systems? If yes, please describe your experience.
05
Do you have experience scheduling and managing appointments, meetings and/or other functions? If yes, please explain.
06
Do you have experience with making department purchases, reallocating expenses and monitoring and tracking budgets? If yes, please describe your experience.
07
Do you have experience supporting multiple individuals at various levels of an organization? If yes, please describe that experience.
08
Do you have experience interpreting and explaining policies, procedures and guidelines? If yes, please describe.
09
Describe your time management and organizational skills. Be sure to provide examples on how you have used these skills?
10
Do you have experience utilizing your problem-solving skills and critical thinking skills? If yes, please describe your experience, be sure to give examples.
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
Are you currently or have you in the past, worked as an Administrative Assistant III within the State Personnel System? If yes, please give the dates of employment and job title.
Required Question
Agency
State of Colorado
Address
See the full announcement by clicking
the "Printer" icon located above the job title
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Website
https://careers.colorado.gov/
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