Colorado Department of Revenue · 5 hours ago
Administrative Assistant III - Health Science & Wellness
Fort Collins, CO
Full-time
Hybrid
Mid Level
3+ years expColorado Department of Revenue is the largest community college in Colorado, and they are seeking an Administrative Assistant III for the School of Health Sciences and Wellness. This role involves providing administrative and technical support, managing communication, coordinating schedules, and assisting with budgeting, purchasing, and travel coordination.
GovernmentIdentity ManagementTransportation
Responsibilities
Serve as a first point of contact for the School of HSW
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 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 distribute communications as needed
Responsible for routine office procedures including typing, filing, editing documents, completing projects, taking notes, making copies, distributing mail, ordering and maintaining supplies
Ensure customer service follows rules and regulations, FERPA, HIPAA, 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 maintain office processes and training material
Write/update office 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
Supports staff in obtaining access to spaces as needed
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 operations related forms
Serve as a resource to help troubleshoot computer, technology, and software needs and/or directs staff to IT or make IT requests
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 distribute memos; manipulate and create spreadsheets, generate tables and formulas, and complete tasks
Utilize Banner and Ad Astra to generate reports and complete tasks
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 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, delivering items to events, 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. Helping to set up event areas and/or running remote meeting technology
Attend meetings, collect attendance records, take and distribute minutes, as needed
Gather and compile necessary documentation, information and statistics required for program accreditation and provide it to the Program Director
Ensure that all required signatures are obtained for accreditation and purchases
Provides support for accreditation site visits
Update and maintain filing system for syllabi, distribution lists, and school related files
Collect and distribute information related to HSW programs, faculty, and staff
Provide office and phone coverage, screen/review, forward, and support communications
Support CTE credentialing processes for faculty and instructors CTE credentialing requirements, as needed
Support Academic Affairs administrative support needs
Participates on college committees, as needed
Purchase and reallocate expenses using purchase requisitions/purchase orders, 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 purchases, ensures appropriate delivery of items and payment, and completes returns as needed
Process invoices for payment and follow up 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. This includes working with faculty to locate and identify tagged items for inventorying
Analyze, reconcile, create reports and track budgets and purchases
Prepare budget, purchasing, and other fiscal forms
Ensure compliance with FRCC and State budget guidelines
Participate in compiling data related to budgets and purchases
Make travel arrangements ensuring proper completion of all necessary paperwork including signatures and booking of travel
Pull budget reports, track budgets, communicate with Dean, Office Manager, Chairs and Leads, as needed
Pull budget reports
Complete mileage & travel reimbursement forms
Process and complete approval forms, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed
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
Work with faculty and HSW coordinators to track student placement in internship/clinical/practicum placements
Provide administrative support for the maintenance of clinical sites for clinical/internship/practicum placement through the clinical placement process
Track information related to clinical placement
Collect paperwork related to clinical placement
Track student background check and drug screen approval results and notify the program director if there are any issues
Notify program director of any site or student issues
Participate in advisory board meetings when requested by Academic Dean
Attending meetings with internal and external stakeholders
Performing tracking of student admission requirements
Communicate with students, faculty, and staff to acquire necessary documentation, as needed
Attend meetings with HSW coordinators and faculty
Work with contracts to renew and request new contracts and agreements
Track contract renewal needs and initiate renewals, as directed
Attend meetings related to contract generation and renewals
Maintain communication with applicable partners and staff related to contracts
Provide support for the college’s public clinics operated by the School of Health Science and Wellness. This may include covering the registration desk at times, collecting and tracking patient payments, registering patients, making patient phone calls, communicating on behalf of the clinic, and completing clinic operations tasks
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
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
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
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
Recent News
2026-01-25
Company data provided by crunchbase