Job Description

Administrative Assistant III, Math Department

Salary
$3,744.00 Monthly

Location
Adams County, CO

Job Type
Full Time

Department
Front Range Community College

Job Number
GJE-000033-07/22/22

Closing
8/1/2022 11:59 PM Mountain

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 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 remotely 1 day per week.

At FRCC, masks are optional, but we allow individual staff and faculty to request students and colleagues wear masks in offices or in class.

Description of Job

GENERAL SUMMARY:
The Math department at FRCC develops and delivers courses in mathematics and engineering, which help students learn to use precise and critical mathematical thinking and engineering principles, so that they can successfully apply these to current and future math and engineering courses, their degree paths and their lives.

As the Administrative Assistant III, you will support the Math Department chair, faculty members and part time instructors, as well as provide customer service support to our students and the other work units that the Math Department interacts with, so that students benefit from high quality mathematics and engineering education.

PRIMARY DUTIES:
Departmental Administrative Support

1. Provide general clerical, word processing, data entry, and administrative support to the chair, faculty and instructors of 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.
2. 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.
3. 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.
4. 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.
5. Create and track work-orders for maintenance projects. Track keys throughout the department offices and some classrooms.
6. 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.
7. Position utilizes and serves as a resource for full-time faculty and instructors on the following Microsoft Office 365 applications: Word, Outlook, Excel, PowerPoint, OneNote, Teams, SharePoint, OneDrive, Forms, as well as Zoom, Teams and WebEx video conferencing platforms. 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 Math Department Software programs.
8. Position supports department in Banner information including student follow-up information, enrollment issues, and classroom availability. Maintain Math Department Microsoft SharePoint and Teams sites.
9. Assist in the eAssignment load process, sub process, and schedule. Generates absence, substitute and general workload contracts through FLAC process.
10. Other duties as assigned

Budget Support

1. Budget: Analyze, reconcile and track the budget needs of the various disciplines in the math department. 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.
2. 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.
3. 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.
4. 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)

REQUIRED COMPENTENCIES:

• Customer Service: Serve as first point of contact for the Math department, providing support to Faculty, Part-Time Instructors, staff, students and other customers. Elevating concerns as needed.
• Communication: Communicate with students, families/student support systems; and other constituencies. Creating and responding to emails.
• Critical Thinking: Maintain confidentiality. Maintain and update office procedures.
• Diversity, Equity, Inclusion: Create processes, interpret and facilitate an understanding of policies and guidelines with a Justice, Equity, Diversity and Inclusion lens.
• Prioritization/Time Management: Ensure all work is completed in a timely manner. Prioritize and reprioritize tasks as needed.
• Attention to Detail: Ensure communications are clear and without confusion or typos.
• Computer Technology: Create and manage spreadsheets, forms and other documents. Work in student database, entering student information, reallocating expenses. Schedule and manage calendars.
• Relationship Building: Focus on building positive, strength focused relationships with students, staff, partners.

NECESSARY SPECIAL REQUIREMENT: Must submit to and successfully complete a pre-employment background check as a condition of hire. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to 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 FRCC 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

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, at joanne.wilkinson@frontrange.edu or 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:

1. By going to the internet website at: Clery Act Information (Download PDF reader) (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.

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