Admin Assistant III

Fort Lewis College; Durango (CO); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health benefits

Retirement plans

Paid time off

Public Service Loan Forgiveness (PSLF)

Job summary

Fort Lewis College’s School of Education seeks an organized Administrative Assistant III to serve as the Dean’s primary administrative support and assist with the Teacher Education Department. The role acts as a central in-person resource for faculty, staff, students, visitors, and campus partners, ensuring efficient and welcoming operations.

The position includes executive support, budget monitoring, data reporting, and coordination of personnel records, along with event support and

Qualifications

• Three years of professional administrative assistance experience (part-time proration allowed).
• Combination of relevant experience and education may substitute for the required experience.

Responsibilities

• Provide executive and operational support to the Dean and School of Education.
• Coordinate meetings, prepare documents, manage correspondence and deadlines.
• Assist with data compilation, reporting (state, federal, and other required reports).
• Support budget monitoring, expenditure reconciliation, and financial reporting with designated fund managers.
• Maintain confidential faculty records and assist with personnel actions, reviews, promotions, and tenure files.
• Coordinate scholarships processes, applicant tracking, and liaison with FLC Foundation.

Skills

Analytical thinking

Active listening

Customer service

Written & verbal communication

Organization & time management

Discretion & confidentiality

Tools

Microsoft 365

SharePoint

Excel

Workday

Job description

Pay Rate: 24.69 USD Position Summary: The School of Education at Fort Lewis College is seeking an organized, service-oriented Administrative Assistant III to serve as the primary administrative assistant to the Dean and the School of Education. The position also provides administrative and operational support to the Teacher Education Department. This position is a central, in-person resource for faculty, staff, students, visitors, and campus partners and helps ensure efficient, welcoming, and well-coordinated School operations.

Key Responsibilities

• Executive and Operational Support— Assist the Dean with executive administrative functions, including management of correspondence, scheduling, preparation of administrative documents, coordination of meetings, and tracking of routine administrative deadlines.
• Identify opportunities to improve administrative processes, recommend solutions, and implement procedures approved by the Dean.
• Assist the Dean with the compilation of data and generation of state, federal, and other required reports.
• Financial Administration and Reporting— Assist designated fund managers with routine budget monitoring, transaction reviews, expenditure reconciliation, and preparation of financial reports.
• Identify and research discrepancies, maintain accurate budget-support documentation, and coordinate with Accounting, Procurement, and the Budget Office.
• Faculty Personnel and Evaluation Support— Create and maintain confidential faculty personnel documentation, coordinate administrative components of personnel action file reviews, monitor submission deadlines, and assist with the preparation and organization of faculty evaluation, promotion, tenure, and personnel records in accordance with established College procedures.
• Scholarship and Special Projects Support— Provide administrative assistance for School of Education scholarship processes, including application tracking, documentation, recipient records, and coordination with the FLC Foundation and appropriate scholarship committees.
• Support the Dean’s special projects, institutional reporting, and School initiatives through administrative coordination, document preparation, records management, and data compilation.
• Serve as the primary administrative assistant to the School of Education Associate Dean, Coordinators, & Teacher Education Department and faculty.
• Coordinate purchasing, procurement-card reconciliation, reimbursements, invoices, travel documentation, and routine budget-support records for faculty and staff.
• Support faculty and staff hiring, onboarding, adjunct and overload documentation, approved personnel transactions, and coordination with Human Resources and Academic Affairs.
• Maintain organized, confidential School and department records, shared files, directories, procedures, student files, and documentation supporting accreditation or reauthorization activities.
• Oversee day-to-day office and shared-space operations, including supplies, equipment service, work orders, inventories, workspace setup, and approved office moves.
• Coordinate logistics for School events, recruitment activities, retreats, guest visits, community gatherings, and the Teacher Education Professional Exhibition.
• Support School communications, website profile updates, brochures, social media, recruitment materials, and promotional inventory.
• Serve as a first point of contact and connect students, employees, families, and community members with the appropriate faculty member, administrator, or campus resource.

Minimum Qualifications

• Three years of professional administrative assistance experience. Part-time experience will be prorated.
• OR A combination of relevant experience and education from an accredited college or university may substitute for the required experience on a year-for-year basis. Transcripts must be received by the application deadline when education is used as a substitution.

Preferred Qualifications

• Administrative experience in higher education.
• Experience coordinating special events and logistics.
• Experience managing and reconciling procurement-card accounts.
• Experience supporting multiple budgets, arranging travel, and reconciling travel expenses.
• Experience with data compilation, reporting.
• Experience utilizing Workday.

Required Competencies

• Strong critical thinking, analytical, active-listening, and problem-solving skills.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Proficiency with Microsoft 365, particularly SharePoint and Excel.
• Strong organization, time management, data-entry accuracy, and attention to detail.
• Ability to manage competing priorities and work effectively both independently and as part of a team.
• Ability to exercise discretion and maintain confidentiality.

Work Schedule and Conditions

Monday–Friday, 8:00 a.m.–5:00 p.m., with occasional evening or weekend hours for campus and School of Education events. Regular on-campus, in-person work is required because the position supports physical spaces, materials, events, and front-facing operations. This position is paid on a biweekly lagged payroll cycle. This is a covered position under the Colorado Partnership for Quality Jobs & Services Act.

Benefits

• Medical, dental, vision, life, and disability coverage through State of Colorado employee benefits.
• Retirement options through Colorado PERA, including defined benefit and defined contribution plans, plus 401(k) and 457 plans.
• Flexible Spending Accounts, employee wellness resources, annual and sick leave, paid family and medical leave for eligible employees, and 11 paid holidays.
• Additional Fort Lewis College benefits and discounts.
• Some positions may qualify for the Public Service Loan Forgiveness Program.

Equal Opportunity

Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment.

* Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibit discrimination on the basis of sex, including in admission and employment.

Inquiries about the application of Title IX and CFR 106 to Fort Lewis College may be directed to FLC's Title IX Coordinator and/or to the Assistant Secretary for Civil Rights of the Department of Education.

ADAA Accommodations

Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Kristin Polens by phone [phone] or email [e-mail] at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.

About Fort Lewis College

Fort Lewis College, a public institution located in Durango, Colorado, offers degree programs in arts, business, education, health fields, humanities, social and natural sciences, and teacher education. Our inspiring mountain campus is located atop a scenic mesa overlooking historic Durango and situated between the San Juan Mountains and the desert Southwest. We are committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning.

Our 3,300 students come from 48 states, 17 countries, with 36% Native American and Alaska Native backgrounds, and 11% Hispanic backgrounds. Durango is a thriving multicultural community of 18,500 set along the beautiful Animas River Valley. Averaging 300 sunny days per year, the community is known for its outdoor lifestyle and friendly, festive atmosphere. Durango is also the cultural and economic hub of the Four Corners region, rich in dining, shopping, and entertainment, and linked with airline service to hubs in Denver, Phoenix, and Dallas.

Clause: 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 ([e-mail]), 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 [phone]; 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.

Notice to Prospective Employees

The Fort Lewis 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: Fort Lewis College's alcohol and other drug policy Sexual assault policy Campus security policies Campus/community resources The Colorado Riot Offense Statute restriction on enrollment 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: www.fortlewis.edu/AnnualSecurityReport Fort Lewis College Student Affairs Office will also provide a paper copy of the annual security report upon request. You can reach them at [phone].

Equal Opportunity Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment. To file a report, get resources, read policies, or make an appointment, See www.fortlewis.edu/CARE. Other discrimination questions Office of the Equal Opportunity Coordinator David Pirrone 165 Education Business Hall 1000 Rim Drive Durango, Colorado 81301 [phone] [e-mail] Questions about Title IX sex discrimination Office of the Title IX Coordinator Madeleine Gillman, Assistant Director of Compliance and Title IX Coordinator 230 Skyhawk Station 1000 Rim Drive Durango, Colorado 81301 [phone] [e-mail] Information about Fort Lewis College’s alcohol and drug policy, sexual assault policy, campus security policies, campus crime statistics, fire safety procedures and fire statistics, and campus/community resources can be found in the Annual Security and Fire Safety Report. Hard copies are available upon request. * Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibit discrimination on the basis of sex, including in admission and employment.

Inquiries about the application of Title IX and CFR 106 to Fort Lewis College may be directed to FLC's Title IX Coordinator and/or to the Assistant Secretary for Civil Rights of the Department of Education.