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Administrative Assistant III- Wolf Central

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Administrative Assistant III- Wolf Central

Salary

$4,154.00 Monthly

Location

Fort Collins, CO

Job Type

Full Time

Job Number

GJE-000965-05/2025

Department

Front Range Community College

Opening Date

05/22/2025

Closing Date

5/29/2025 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

4616 S Shields Street, Fort Collins, CO 80526

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

Annette Morales 303-678-3800 [email protected]

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

+ Description

+ Benefits

+ Questions

Department Information

Who We Are

We are the largest community college in Colorado, enrolling close to 28,000 credit students annually in a diverse service area with broad cultural and recreational activities. We were one of 30 colleges in the initial American Association of Community Colleges Pathways Project (https://www.aacc.nche.edu/programs/aacc-pathways-project/) , recently selected as a “Most Promising Place to Work” in Diverse Magazine, and profiled as one of six top community colleges for transfer student success in a recent Aspen Institute publication. Our online learning program has twice been listed recently as one of the top 10 community college online programs in the country.

We have strong commitments to student success and to inclusion, equity, and diversity. We are actively seeking to hire a workforce that matches our student community. We are an emerging Hispanic Serving Institution and expect to reach HSI status by 2024 or 2025.

We have worked hard to create a culture of collaboration, innovation, and pride and seek people who share those values and our commitments to student success and equity.

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 domestic partner, with a broad range of employer paid and employee paid benefit options including:

+ Medical, Dental, Vision, Life and Disability benefits,Health Benefits (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) .

+ Strong, secure, yet flexible retirement benefits,Colorado PERA (https://www.copera.org/) .

+ 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 anEmployee Wellness Program (https://dhr.colorado.gov/state-employees/employee-wellness-program) andEmployee Assistance Program (CSEAP) (https://cseap.colorado.gov/) .

+ 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.

+ This position does require a strong on-campus presence. (Larimer Campus)

+ May be eligible to work 1 day a week remote depending on staffing.

+ Work schedule is Monday-Thursday 8:00 am – 5:00 pm (until 6 pm one day per week) Friday 8:00-4:00 pm.

+ Occasional Saturday events throughout the year will require the presence of this position.

+ This position will travel occasionally for events and meetings.

Description of Job

GENERAL SUMMARY:

College Information Services manages the operations of Wolf Central. The purpose of this department is to provide first-stop services to students (in person, by phone and email). Wolf Central answers general questions, schedules appointments, and connects students to other campus resources.

DUTIES:

Wolf Central Operations

+ Provide coverage to the college's Wolf Central desks by answering caller's questions or referring to the appropriate resources.

+ Effectively utilize software related to scheduling appointments and general student inquiries – Ellucian Banner, Ellucian Recruit/CRM, Microsoft Office applications, Cisco telephones and voicemails, and future virtual chat and texting software.

+ Facilitate and adhere to the enrollment process for all student types providing individualized assistance, coaching, redirection, and troubleshooting if/when needed.

+ Maintain proficiency with scheduling software (Navigate) service preferences, policies, etc. utilize partner offices in order to provide strong customer service and employ best practices.

+ Support and facilitate the promotion of the college’s student- and equity-centered model through Wolf Central service and culture.

+ Participate broadly in enrollment and outreach efforts and other department work as directed by the Director of College Information Services as well as the Coordinator of College Information and Visitor Centers.

+ Track and record data pertaining to the volume of Wolf Central interactions.

+ Actively contribute to a positive team dynamic, ensuring transparent and effective communication flows within the team and stakeholders.

+ Assist in office management including signage, calendar management, and informational resources.

+ Serve as back up to the Coordinator for College Information and Visitor Services when they are not present in the office.

+ Occasional Saturday events throughout the year will require the presence of this position.

Wolf Central Staff Training

+ Coach student staff as/when needed in customer service and technical skills both in general and especially if it correction/coaching pertains to scheduling and appointment best practices and policies.

+ Assist with coordinating annual, regular, & ongoing staff training in alignment with the hiring of new staff and/or enrollment cycles; collaborate with campus partners to ensure delivery of EMSS department updates, best practices, and referral preferences to staff.

Budgeting and Purchasing

+ Purchase and reallocate expenses for the department through P-Cards, Expense Voucher, and Purchase Orders for

+ Works with the Director of College Information Services to compile a purchasing list of supplies, swag, and food for campus events.

+ Purchases snacks, catering, and other supplies for on and off campus events with issued P-Card.

+ Purchases office supplies and other recruitment supplies as requested and approved.

+ Understands and adheres to FRCC and State fiscal guidelines.

+ Assures that marketing materials, supplies, and swag are fully stocked at Wolf Central.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM REQUIREMENTS:

Thirty-six months (36) of higher-level clerical 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). Do not use “SEE RESUME” statements on the application; your application must be completed in detail documenting your experience.

**High Level clerical experience includes the following: document creation, word processing; create and revise office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing operating expenditures.

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)

NOTE: Occasional Saturday shifts will be required throughout the year.

REQUIRED COMPETENCIES:

+ Software Skills (Excel, Word, Outlook, OneNote):Calendar scheduling, document preparation and tracking, information updates & maintenance; ability to adapt and learn software and database systems quickly

+ Independent decision making: Make decisions based on best practices, policies and procedures related to customer services and scheduling; student staff supervision; software troubleshooting.

+ Customer Service/Communication: Communicating with students, parents, counselors, and staff concerning issues or questions; front line contact on both phone and in person; being able to shift context and approach based on the audience being communicated with

+ Supervision: Hiring, training, coaching, and supervising students; following through on accountability and expectations; providing clear direction and oversight.

+ Collaboration: Training students and staff to enhance this skill; Working with partner departments and other campus staff regularly related to customer service

+ Conflict Management Skills/De-escalation: Ability to de-escalate students, faculty, staff, and non-FRCC individuals when they are concerned or frustrated about processes or responses, solution and service minded.

+ Database systems (i.e., Banner, CRM, Navigate):Accurately enter data and use of Banner, Recruit, and Navigate, room scheduling in Ad Astra for Outreach team, working with human resources for student staff hiring.

+ Attention Detail: Tracking of service data; understanding of institutional policy and best practices.

+ Critical Thinking: Make independent decisions regarding service, troubleshooting software issues, determining best practices/processes; maintain confidentiality.

+ Equity, Inclusion and Diversity: Work with students and staff from diverse backgrounds Treat all students with respect and fairly.

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

Supplemental Information

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.

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.

Comparative Analysis: All state classified employees must be hired and promoted through a comparative analysis process. Part or all of the analysis for this position will include a review of your application material. Applications may be used to assess and rank applicants who meet the minimum requirements, cut to a top group, or establish an eligible list for referral to the position, along with an eSkill assessment subject to change based on size of qualified applicant pool.

Be sure your application material specifically addresses your qualifications, experience and accomplishments as they relate to the duties, minimum qualifications, substitutions, and preferred qualifications listed, including answering all supplemental questions thoroughly and with great detail. Attach additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions may result in your application not being accepted for this position and may affect your score or inclusion in the final pool of qualified candidates.

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, by calling 303-678-3707.

Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA) The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonable

accommodation for health conditions related to pregnancy or the physical recovery from childbirth.

If you are an individual who wishes to request reasonable accommodations for an exam, you must do so at least three days prior to the administration of the exam. Please refer to the contact information on the exam scheduling notice or on the specific job announcement.

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 (https://www.frontrange.edu/docs/default-source/Being-a-Student/safety-security/campus-security-report.pdf) (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 a college or university or another academic environment? If yes, please describe that experience.

02

Are you currently or have you in the past, worked in a similar position/role Admin Asst series within the State Classified System? 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 prior experience working with a student information system such as Banner, Navigate, Recruit or, Access or similar student database system? If yes, please describe your experience.

05

Do you have experience scheduling and managing appointments, meetings, and/or other functions? If yes, please explain.

06

Describe your experience utilizing Microsoft Office Software applications, specifically Work, Excel, Outlook, Teams and/or OneNote. Be sure to include examples of how you used these software applications.

07

Do you have experience interpreting and explaining policies, procedures and guidelines? If yes, please explain.

08

Do you have experience with conflict management or de-escalating high emotions? If yes, describe your experience.

09

Do you have experience purchasing supplies and managing a credit card for an organization? If yes, please describe.

10

Describe your experience supervising and mentoring staff or co-workers. Please explain your experience.

11

How do you ensure effective team communication? Give examples.

12

What do you feel are the qualities of an effective team? Give examples.

Required Question

Employer

State of Colorado

Address

See the full announcement by clicking

the "Printer" icon located above the job title

Location varies by announcement, Colorado, --

Website

https://careers.colorado.gov/

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