Administrative Assistant III - Nursing Department

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Job description

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 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 anEmployee Wellness Program andEmployee 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. 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 . click apply for full job details

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