Admin Assistant II

Pay Rate:

18.78 USD

Position Summary:

This job posting will be open from 7/29/24 through 8/12/24 and the hourly rate is $18.78 per hour.

The Adventure Education academic degree program (the "work unit") exists to educate Fort Lewis College students who choose to seek a Bachelor of Arts degree in Adventure Education, and also students minoring in Adventure Education.

MINIMUM QUALIFICATIONS:

Experience Only:

Two (2) years of full time administrative assistant experience

OR

Education and Experience:

A combination of related education and/or administrative assistant experience equal to two (2) full years

Job Description:

PREFERRED QUALIFICATIONS:

• Procurement card transaction and reconciliation experience

• Administrative assistant experience in higher education

• Workday experience

• Office 365 experience

• Experience managing multiple department budgets

• Experience or degree in the adventure education (or related) field

• Experience recreating outdoors particularly in human -powered adventure education

REQUIRED COMPETENCIES:

• Work experience with diverse audiences and under-represented groups

• Active listening skills

• critical thinking skills

• Analytical, investigative and problem solving skills

• Accurate data entry and database skills

• Strong customer service skills

• Strong interpersonal skills

• Attention to detail

• Reading, writing, and oral comprehension

• Ability to work independently and as part of a team

• Ability to effectively manage multiple priorities and meet objectives and deadlines

Job Duties:

Departmental Administrative Support 25%

Serves as the central communication point for sharing information among division/departmental faculty, staff and prospective and current students. Answers incoming calls, voice, and email messages, and provides support to students, faculty, and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc. Compose and send correspondence via email, interoffice mail and off-campus mail. Sorts and distributes mail. Oversees operation and maintenance of department office equipment including contacting IT for problems with phones, computers, printers etc., submitting work orders to Physical Plant Services for maintenance and repairs for Pine Hall and following up on submitted orders to ensure completion. Maintains program reception area. Keeps Pine Hall neat and orderly which may include cleaning surfaces, emptying recycle baskets or dusting (if these services are not being provided by Physical Plant Services cleaning crews). Manage department bulletin boards or content for digital displays if appropriate. Manage departmental websites, social media, newsletters, or blogs as needed. Provides applicable reports to the Dean such as enrollment information upon request. The Chair and/or Dean may assign other duties as needed to meet the ever-changing demand of the College.

Faculty Administrative Support 15%

Assists department Chair with semester academic course schedules, which includes anticipating instructional equipment resource needs and faculty load factors (with assistance from program faculty as needed. Assists faculty with document preparation and photocopying, deadline reminders, and record keeping. Arrange and schedule meetings between prospective students, parents, and program personnel. Arrange and schedule committee, group academic advising sessions for students or faculty meetings including scheduling rooms, refreshments and any special equipment as needed. Works with Advising/Registrar's Office and Department Chair to assign Faculty Advisors for upper-level students (60+ credit hours). Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts). Assists Chair or Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Train new faculty to utilize email, phone, listserv, Workday, etc. Provide support for new faculty learning to navigate Workday. Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create, and prepare the framed awards). Gather and submit textbook orders, as needed.

Budget, Procurement Cards, Reallocation & Travel Arrangements 20%

Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and Dean. Maintains familiarity with Fort Lewis College and State of Colorado purchasing and budget procedures. Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development). Process Supplier Invoice Requests for Supplier payments. Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office. If the Dean or Provost are covering certain expenses, this position will contact their offices concerning reimbursements to the department(s). Generates monthly reports showing expense and revenue for course fee accounts using the report "Budget vs Actuals by Cost Center-All Funds-Updated in Workday.

Student Worker Supervision 5%

Supervise 1 or more student workers including hiring through Workday, training and evaluating their performance. Initiates hiring students into Student Institutional Employee positions in Workday, or creating positions under the appropriate Supervisory Organizations before hiring. Works with Financial Aid to see if students qualify for Work Study, and ensures that costing allocations or default organizations are correct. Ensure that students remember to report their time in Workday on time and correctly on a weekly basis, especially prior to breaks and end of the semester. Reconciles Student Hourly labor monthly to ensure that students are being paid out of the correct Cost Center, Program, or Grant.

Faculty Search Support & Records 5%

Maintains records of required current faculty certifications, current CV's and competencies. Works with Department Chair to track faculty certifications required for employment (e.g., Wilderness First Responder).

Prospective, Current & Alumni Student Relations 5%

Tracks total number of students of declared Adventure Education majors and minors. Informs students about internal Adventure Education application deadlines, receives completed applications and informs students of action on their application. Maintains listserv and Facebook page. Collects, organizes, and reports data regarding enrollment and retention of program students; including internal data and in some departments, data from comparison institution and programs. Assists in departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the department Chair. Pulls class rosters and provides other instructional support upon request for faculty. Serves current students by controlling instrument/equipment inventories, student payroll for special events, and student travel for conference and recruiting purposes. Tracks all alumni information, with input from AE faculty, including current employment status (position, title, employer, etc.) and graduate school attendance. Maintains alumni database. Communicates employment and professional development opportunities (including, but not limited to internships, full time and seasonal positions, graduate assistantships) out to current students and alumni (using digital as well as traditional forms of communication).

Field Trip Support 5%

Assists faculty when applicable with reimbursement for field trip expenses and spend authorizations. Coordinates FLC transportation for field trips when asked. Keeps and files emergency documents and itinerary for field trips.

Summer School of Education (SOE) Support 20%

Assist School of Education with record maintenance and electronic archiving of materials related to teacher licensure for the Colorado Department of Education and the Colorado Department of Higher Education. Assisting undergraduate and graduate students with inquiries regarding program admission and requirements. Assists in departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the Dean of Education.

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 (dpa_state.personnelboard@state.co.us), 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 (303) 866-3300; 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.

Notice to Prospective Employees:

The Fort Lewis 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:

• Fort Lewis College's alcohol and other drug policy

• Sexual assault policy

• Campus security policies

• Campus/community resources

• The Colorado Riot Offense Statute restriction on enrollment

• 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: www.fortlewis.edu/AnnualSecurityReport Fort Lewis College Student Affairs Office will also provide a paper copy of the annual security report upon request. You can reach them at (970) 247-7331.

Equal Opportunity

Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex*, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment. To file a report, get resources, read policies, or make an appointment, See www.fortlewis.edu/CARE.

Other discrimination questions

Office of the Equal Opportunity Coordinator

David Pirrone

192 Education Business Hall

1000 Rim Drive

Durango, Colorado 81301

(970) 247-7182 djpirrone@fortlewis.edu

Questions about Title IX sex discrimination

Office of the Title 9 Coordinator

Madeleine Gillman

230 Skyhawk Station

1000 Rim Drive

Durango, Colorado 81301

(970) 852-6699 mgillman@fortlewis.edu

Information about Fort Lewis College's alcohol and drug policy, sexual assault policy, campus security policies, campus crime statistics, fire safety procedures and fire statistics, and campus/community resources can be found in the Annual Security and Fire Safety Report. Hard copies are available upon request.

• Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibit discrimination on the basis of sex, including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Fort Lewis College may be directed to FLC's Title IX Coordinator and/or to the Assistant Secretary for Civil Rights of the Department of Education.

ADAA Accommodations

Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Kristin Polens by phone 970-247-7459 or email kpolens@fortlewis.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.