Colorado Department of Revenue ยท 1 day ago
Administrative Assistant III - Instructional
Fort Collins, CO
Full-time
Hybrid
Mid Level
3+ years expColorado Department of Revenue is the largest community college in Colorado, actively seeking to hire a workforce that reflects its diverse student community. The Administrative Assistant III provides comprehensive administrative and organizational support to the Dean of School of MSTAT and facilitates the efficient operation of the programs offered.
Government Administration
Responsibilities
Provide administrative support to School of MSTAT by assisting faculty, part-time instructors, staff and students
Serve as the first point of contact for the office, including but not limited to: Providing a consistent presence at the front desk to welcome visitors and students and provide as-needed support to faculty, instructors and students
Answering phone calls, responding to emails and forward messages as appropriate. Manage inquiries and emergencies, resolving issues and/or escalating issues to the Department Chair as needed
Documenting, updating and maintaining office processes and communication. Submits work orders. Maintains department contact lists and bulletin boards
Coordinate with other departments, including IT and Facilities, to ensure all office and building needs are addressed. Submits work orders. Coordinates with fiscal and asset management when needed
Serve as a department AdAstra Superuser and assist faculty with building schedules each semester
Assist faculty with preparation of Load Forms at start of semester
Provides up to date information to students regarding programs, employment opportunities, advising, and faculty and staff to students through creation and maintenance of bulletin boards, social media and/or other avenues
Create, maintain, and distribute department contact lists
Provides customer service and administrative support to students, chair, leads, faculty, staff and other customers
Ensure students are notified when classes and/or courses are canceled
Manages signature folders as needed
Distributes mail
Assist Chairs/Leads with completing Banner access forms. Helps ensure computer technology, copy codes, equipment requests are processed, as needed
Orders name tags, business cards, keys and access badges
Collaborate with other MSTAT Administrative Assistants to create, update and maintain MSTAT team site(s) forms, including: Create and update office procedures, training materials
Supports department with room reservations in Ad Astra
Works with faculty, program directors and chair to process FLAC as needed
Complete FLAC related forms and distribute for signatures
Assist faculty with timely completion of Load Forms each semester
Ensure FLAC is processed timely
Process all hourly appointment forms as needed
Processes and tracks all Intent to Work forms and processes FLAC when terms completed
Coordination of Travel Packets and estimates for Faculty/Staff - assist with creating itineraries, and booking flights and hotel rooms as needed
Maintaining records of HAFs, FLAC forms, ITWs, Pcard statements after signature
Maintain records of syllabi for all courses
Assist Program Directors/Faculty to hire, and onboard student staff (primarily work-study), provide initial and ongoing training as needed
Process all work-study paperwork and coordinate with work-study staff to ensure student workers are following all work-study regulations and budgets
Process all hourly appointment forms in a timely fashion
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 MSTAT programs
Maintain the student staff schedule for coverage of the MSTAT office
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 MSTAT School
Update budgets, communicate with chairs and program directed as needed
Purchases and reallocate expenses
Pulls budget reports for dean, chair, program director as needed
Ensure compliance with FRCC and State budget guidelines and recommend adjustments
Complete mileage reimbursement forms and process for payment
Processes purchase request forms, purchase orders, receiving reports, expense vouchers, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed
Helps Academic Dean with Perkins purchases, as needed
Process invoices for payment and follow up as needed
Prepare travel packets for staff and faculty in accordance with best practices and in collaboration with fiscal and grants departments, including developing itineraries and booking flights and/or motels as needed
Assist faculty and Chair in preparing Perkins requests may include finding multiple sources for items and costs, assisting with writing up of justification for requests
Assist faculty with reallocation of p-card expenses and prepare P-card submittals, including collating receipts and preparing signable PDF for submittal
Assist with coordination and execution of Program Advisory Board Meetings
Coordinate dates with program directors
Maintain active mailing list and email invitations and reminders
Reserve rooms, create calendar invites for internal members
Create and copy Agendas, other material for the meetings
Ensure Advisory Boards receive meeting notes and follow up communication
Actively attend meetings and take and disburse minutes
Plan and execute events for community outreach, types of events may include: Tours and events for students from Concurrent Enrollment Programs (field trips, information days, orientations)
CTE Program Showcases for Community and/or local middle schools, may involve collaboration with different programs across the campus/college
Community Open Houses to spotlight Little Bear Peak credit and non-credit programs, may include collaboration with Workforce Development
Student Welcome events in Fall and Year-end events in Spring - may include cookouts, or other events as agreed upon by faculty and staff
Collaborate with staff to organize and manage these and other 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 attendance
Create and disburse event material
Collaborate and help organize campus and college events as needed
Communicate with potential industry partners to raise awareness of programs, program needs and job placement opportunities. Coordinate with program faculty to identify and strategize communication plans and follow up
Communicate with industry partners regarding donations, advisory board meetings, and program events
Assist with organizing program tours, recruitment activities, and community outreach events
Maintain contact lists for employers, program partners, and prospective students
Participate in campus and/or college-wide committees or working groups as needed to represent the department and position and communicate findings and actions back to the department
Qualification
Required
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
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
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
Must submit to and successfully complete a pre-employment background check
Benefits
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 hybrid 1 day per week.
Company
Colorado Department of Revenue
With just under 1500 employees, the Colorado Department of Revenue oversees the Division of Motor Vehicles, the Enforcement Division, the Colorado State Lottery, and the Taxation Division.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Lorri Dugan
Chief Financial Officer
Meghan Tanis
Chief Operating Officer/Deputy Executive Director
Company data provided by crunchbase