Administrative Assistant III - Nursing Dept

State of Colorado; Westminster (CO); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Hybrid work 1 day per week

On-campus presence Westminster campus

Job summary

Front Range Community College in Westminster, CO seeks an Administrative Assistant III to support the School of Nursing Sciences. You will assist the chair, faculty and students, manage office processes, budgets and communications, and help coordinate schedules and events across campuses.

The role requires strong customer service, organizational skills and the ability to work with faculty, staff and students in a collaborative environment.

Qualifications

• Thirty-six months (36) of professional, general administrative or office support experience.
• A cover letter that describes your interest in this position and how your experience aligns with the minimum qualifications.
• SUBSTITUTION: College/university may substitute for clerical experience; transcripts may be required.

Responsibilities

• Serve as the first point of contact for the office and manage inquiries.
• Provide administrative and budget support; assist with meetings and events.
• Supervise student staff and coordinate with Chairs/Leads on schedules and processes.
• Maintain records, assist with room reservations, and ensure timely communication.

Skills

Customer Service

Communication

Technology

Problem Solving/Decision Making

Time Management

Budget Management

Event Planning

Inclusive Workplace Practices

Job description

Who We Are

With three campuses along Colorado’s Front Range, FRCC is the state’s largest community college. We enroll close to 28,000 students annually from our diverse service area, which offers a variety of cultural and recreational activities.

Department Information

With three campuses along Colorado’s Front Range, FRCC is the state’s largest community college. We enroll close to 28,000 students annually from our diverse service area, which offers a variety of cultural and recreational activities. Each year approximately 5,000 FRCC students transfer to four-year universities and FRCC offers more than 36 career training programs that prepare students for immediate employment and rewarding careers. Last year, more than 5,000 high school students took concurrent enrollment classes with us, earning college credit without having to pay college tuition. And we were recently ranked as one of the “Top Online Colleges” in the country by Newsweek. At FRCC, employees and leaders bring our values to life through their actions. We collaborate across roles and campuses, seek and value diverse perspectives, follow through on our commitments, and turn thoughtful ideas into meaningful improvements which are measured for success. We take pride in our work, support one another, and make decisions that advance student success, equity, and excellence. We seek people who will actively contribute to this culture and demonstrate these commitments every day. The college is also an emerging Hispanic Serving Institution. For us, becoming an HSI is an intentional commitment to being a college where our Latinx (and other historically marginalized) students thrive. FRCC employees and leaders work hard to create a culture of collaboration, innovation and pride. We’re looking to hire people who share these values—along with our commitment to student success, equity and excellence.

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 a 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 which includes Defined Benefit Plan, PERA Defined Contribution Plan, plus 401K and 457 plans.
• Flexible Spending Accounts (FSAs)
• 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.)
• In addition, a variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program
• Access to an abundance of professional development opportunities at FRCC.
• Some positions may qualify for the Public Service Loan Forgiveness Program.
• Career advancement opportunities throughout the State system
• Front Range Community College is an E-Verify employer.
• Opportunities to work hybrid 1 day per week.
• This position does require a strong on-campus presence on the Westminster Campus (Westminster, CO) and will need to travel occasionally to the other two FRCC Campuses.
• This position works the following shift: Monday-Friday, 8:00 am-5:00 pm.

Description of Job

General Summary

The School of Nursing Sciences is comprised of 3 distinct programs, Nurse Aide Certification, Practical Nursing, and Associate of Applied Science in Nursing. This position will provide office support for the Nursing department chair, faculty, instructors, and students at the designated campus.

The Administrative Assistant III provides comprehensive administrative and organizational support to the for the school and Chairs of the School of Nursing Sciences (SONS), 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, supervising and providing leadership for student employees, and assisting with various academic and administrative and technical responsibilities.

Duties

Administrative Support to School and Programs

• 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 inquiries 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.

Supervise student staff

• Provide organizational and functional leadership related to student staff management including updating training materials and manuals, providing resource information & communication, and maintaining relevant information related to SONS programs.
• Coach student staff as/when needed in customer service and technical skills.
• Actively encourage and provide opportunities for student staff to learn new skills, improve existing skills, and strive for excellence in customer service and office technology/support.
• Coordinate with the Dean/SONS Administrative assistant the student staff schedule for coverage as needed.
• Ensure all time sheets are approved and processed in a timely manner. Serve as a proxy for time sheet approval as needed for other staff in the SONS.

Budget/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

• 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.
• Set up 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

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). See Resume” statements or blank employment history on the application in lieu of a complete application will not be accepted. A cover letter that describes your interest in this position, how your experience aligns with the minimum qualifications of this position and completed work experience (employment detail) within your application is required for your application to move forward. No Cover letter or Incomplete applications will not be accepted.

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: Interact with students, staff & other departments.
• Communication: Provide information to supervisors, co-workers, students & faculty by telephone, emails, in written form or in person.
• Technology: Create and update spreadsheets, and documents. Enter and update information into formal databases.
• Problem Solving/Decision Making: Analyze information and evaluate results to choose the best solution and solve problems. Handle complaints, settle disputes, resolve grievances and conflicts and negotiate with others.
• Time Management: Independently manage your tasks to meet deadlines and expectations.
• Reallocating Expenses/Maintaining Budget: Making purchases, reallocating expenses, updating spreadsheets.
• Event Planning: Scheduling rooms, planning, managing, and facilitating events.
• Inclusive Workplace Practices: Builds positive, respectful relationships with people from a wide range of backgrounds and experiences. Encourages participation, listens openly to different viewpoints, and helps create a welcoming and supportive environment for all.

NECESSARY SPECIAL REQUIREMENT & CONDITIONS OF EMPLOYMENT: Must submit to and successfully complete a pre-employment background check. Felony convictions or convictions 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 ([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.

Supplemental Information

Complete Applications Must Include The Following Documents

• A complete Application for Announced Vacancy
• A complete Supplemental Questionnaire
• A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application.
• If you are using education to qualify, a copy of your official or unofficial transcript showing completed coursework and credit hours, that your degree has been conferred (if applicable), and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application.
• If you are a veteran, a copy of your DD214 member 4. Please submit this as an attachment to your online application.

Notifications

All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "[e-mail]" addresses. It is your responsibility to ensure your email will accept these notices and/or review your junk mail and spam filtered email. Immediately after you submit your application you should receive an email that confirms that you successfully submitted an application for this position. If you do not, try submitting again until you receive the confirmation email. Be sure to also check your junk folder for email communications from the State of Colorado's website.

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.

The Hiring Process

• All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
• Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
• Part, or all, of the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.
• Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any step of the selection process and placement on the eligible list.
• A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

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, Bob Gregory, [e-mail] or by calling 303-404-5473.

Also contact [e-mail] within 3 days of the exam or interview.

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 (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 Are you currently or have you in the past, worked in the Colorado State Personnel System as an Administrative Assistant III or in the Administrative Assistant series? If yes, please give the dates of employment and job title.

03 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.

04 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