Admin Assistant II

Pay Rate:

18.78 USD

Position Summary:

This Job Announcement closes at 11:59 pm on 07/16/2024.

This a 10-month, 40 hour a week position that supports the departments of Public Health, Psychology, Health & Human Performance, as well as the Nursing Program under the School of Arts and Sciences. The total student count is approximately 706, with 28 full-time and 11 part-time faculty. The administrative assistant works with faculty, staff and students in facilitating the department and divisions work. The starting salary for this position is $18.78 per hour.

Job Description:

Primary Job Duties

A. Duty: Departmental Administrative Support- 25%

• 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.

• Keeps department office neat and orderly.

• Manage department bulletin boards or content for digital displays if appropriate.

• Manage departmental websites, social media, newsletters, or blogs as needed.

• Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College.

B. Duty: Faculty Administrative Support- 15%

• 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 or faculty meetings, group academic advising sessions for students, which includes scheduling rooms, refreshment 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 associated 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.

• Determines room scheduling through 25Live Pro and then submits requests through Facilities Scheduling, or consult with Event Services.

C. Duty: Budget, Procurement Cards, Reallocation & Travel Arrangements- 30%

• Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager.

• 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 and student research grants).

• Process Supplier Invoice Requests for Supplier payments.

• Process p-card purchases through Workday expense reports for yourself and faculty on a weekly basis.

• 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.

• Assists with travel arrangements for guests speakers and other guests of FLC.

• Order office supplies as needed through Amazon, Office Depot, outside vendors using p-card

• Utilizes Fort Lewis Policy & Procedures, Procurement Card Manual, Purchasing & Travel Office website, Budget Office personnel, Academic Spending Procedure Manual and website and Accounts Payable Office.

D. Duty: 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 Initiates student hires through Workday.

• 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.

• Review and approve their time in Workday by the following Monday at the latest.

• Determines student worker schedules in conjunction with their class schedules.

E. Duty: Faculty Search Support & Records- 15%

• Maintains records of required current faculty certifications, current CV's and competencies

• Assists with faculty searches (sample duties below).

• Places advertisements for position vacancies,

• Handle candidate travel arrangements (flight, hotel, meals).

• Develop and distribute two-day itinerary for candidate interview/campus visit making sure to schedule time with the

• Admin to complete any expenses or reimbursements through Candidate Profile.

• Assist Adjunct faculty in applying in Workday and hiring them into vacant adjunct positions. Once approved, submitting Period Activity Pay for the Adjunct faculty member in Workday.

F. Duty: Prospective, Current & Alumni Student Relations- 5%

• Tracks total number of students in each department major that position supports.

• Maintains listservs.

• Collects, organizes and reports data regarding enrollment and retention of program students, including internal data and in some departments, data from comparison institutions and programs.

• Assists in division/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(s).

• Serves current students by controlling instrument/equipment inventories, student locker assignments (if department has access to), student payroll for special events, and student travel for conference and recruiting purposes.

• Determines best method to pull and sort data for data mining depending on faculty and chair requests for information utilizing Excel Enrollment Reports, Analytics, and Workday.

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.

Questions about Title IX sex discrimination?

Office of the Title 9 Coordinator

Kate Suazo

230 Skyhawk Station

1000 Rim Drive

Durango, Colorado 81301

(970) 247-6729 cmsuazo@fortlewis.edu

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

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.