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NEOGOV · 1 day ago

Administrative Assistant III - School of Health Science & Wellness

Adams County, CO

Full-time

Hybrid

Mid Level

$4,238/mo - $4,238/mo

3+ years exp

NEOGOV is a prominent community college in Colorado, dedicated to student success and diversity. The Administrative Assistant III position provides crucial administrative and technical support to the School of Health Sciences and Wellness, focusing on budgeting, purchasing, faculty, and student support.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Collaborate with admin assistants and coordinators in the School of HSW to ensure all administrative assistant tasks are completed for the School of HSW

Provide Administrative and Office support. Duties include, but are not limited to:

Serve as a first point of contact for the School of HSW including, but not limited to:

Create a welcoming and friendly environment for the School of HSW, making sure students, faculty, instructors, staff and all customers feel valued and attended to

Provide office and phone coverage, screen/review email and mail

Communicate and assist faculty, staff, and students to resolve issues and develop solutions. Escalate issues to HSW Operations Manager, the Academic Dean, and the VP as needed

Obtain information to develop solutions and complete processes. This may include, but is not limited to, performing research to determine potential solutions/options, working with other college departments, identifying more information from a faculty or staff member, collecting information, communicating with a vendor representative, and participating in trainings

Provide information on how to complete processes to faculty, instructors, staff, and customers as needed

Create and maintain office processes and training material

Create and distribute communications as needed

Schedule appointments, meetings, and events

Coordinate and schedule appointments with faculty, staff, students, and external stakeholders

Monitor and adjust calendars to accommodate changes, prioritize appointments, and resolve conflicts

Plan and help organize meetings and events, such as but not limited to: school meetings and retreats, faculty in-service days, awards ceremonies, student academic events, committee meetings, advisory boards, workshops, continuing education programs. This includes location reservations, ordering and paying for refreshments and food and ensuring their delivery, contacting participants, assembling materials for events, processing paperwork necessary to pay for services, implementation of support for the event and tracking registration and RSVPs for the events. Setting up event area and/or running of remote meeting technology

Provide support to the School of HSW by managing fiscal processes, maintaining budget spreadsheets and managing travel processes. Duties include, but aren't limited to:

Purchase and reallocate expenses using purchase requisitions, expense vouchers or p-card and reallocating transactions appropriately, reviewing monthly p-card invoices for accuracy; troubleshooting for any problems; complying with fiscal rules, regulations, policies, and procedures

Maintain an active unencumbered college issue p-card in compliance with all requirements

Track department purchases, reconciles/reallocates p-card purchases, ensures appropriate delivery of items, and completes returns as needed

Initiate Internal Department Invoices (IDI) for sale/purchases between departments per state and college guidelines

Responsible for ensuring items received are tagged per state and college guidelines. Responsible for locating and identifying tagged items for inventorying

Analyze, reconcile, create reports and track budgets

Prepare budget, purchasing and other fiscal forms as needed

Ensure compliance with FRCC and State budget guidelines and recommend adjustments

Participate in compiling data related to budgets

Make travel arrangements ensuring proper completion of all necessary paperwork including signatures and booking of travel

Provide administrative support with the oversight and management of grants related to the School of Health Science an Wellness

Track grants allocation, as needed

Liaison with other admin support, chairs, faculty, other departments, and vendors

Corroborate with grants manager and grants accountant to maintain documentation for grants purchases per college guidelines

Make grant related purchases as needed

Responsible for all routine office procedures including typing, filing, editing letters, completing projects, taking notes, making copies, distributing mail, ordering and maintaining supplies

Ensure customer service is in compliance with rules and regulations, FERPA, and internal FRCC processes and procedures

Assist the School of HSW, by committing to specific actions and functions independently to resolve operational problems

Collaborate with internal and external stakeholders, conveying knowledge of college organization, department chairs, faculty, and staff as related to the School of HSW

Create and revise office procedures and write/update office procedures guidelines; design forms and processing steps; design general office record keeping systems in paper and electronic mediums per program standards

Create and track work-orders for maintenance projects

Tracks keys throughout the department offices and some classrooms

Initiate and complete the hiring process for work-studies as needed. Responsible for scheduling and reviewing work study time sheets

Create and maintain the department’s information boards (i.e. bulletin boards)

In consultation with faculty and staff in the School of HSW support the drafting and submission of forms such as mileage and Faculty Load and Compensation (FLAC) contract request forms

Serve as a resource to help troubleshoot computer, technology, and software needs

Interface with internal and external stakeholders to complete processes and resolve issues

Utilize Microsoft and other software products to compose correspondence, compile reports, edit and distributing memos; manipulate and create spreadsheets, generate tables and formulas,and complete tasks

Utilize Banner and Ad Astra to generate reports and complete tasks

Gather and compile necessary documentation, information and statistics required for program accreditation and provides it to the Program Director

Ensure that all required signatures are obtained for accreditation and purchases

Qualification

BudgetingEvent PlanningAdministrative SupportMicrosoft OfficeCommunicationProblem SolvingCustomer ServiceTechnologyTime Management

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

A cover letter that describes your interest in this position, how your experience aligns with the minimum qualifications of this position is required for your application to move forward

Must submit to and successfully complete a pre-employment background check

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

Benefits

Medical, Dental, Vision, Life and Disability benefits

Strong, secure, yet flexible retirement benefits

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