Assistant To The Deans

Position Summary:

This exempt, full-time, 12-month position reports directly to the Dean of Student Engagement and the Dean of Enrollment Management, with the authority to make appropriate decisions as needed. This position supports administrative functions for the Deans and manages the operations of a shared office.

The Assistant to the Dean of Student Engagement and Dean of Enrollment Management supports senior level staff within two divisions providing administrative functions and managing a shared office's operations. The person in this position will be well-organized, have strong time management skills, take initiative and act without guidance, and has the authority to make appropriate decisions as needed.

To be successful in this position, you will be flexible and adaptable in your approach to your work in supporting the Deans. You are a creative problem-solver by nature, with a knack for efficiency and processes. You are a self-starter who likes to say, "I can do that." You like to know how an organization works and are good at figuring out how to get things done. You are organized and not afraid to step forward when assisting with matters within your domain. Lastly, you will take pride in working for an institution dedicated to diversity, equity and inclusion and you share our enthusiasm for supporting students and making an impact.

Job Description:

• Support the Divisions of Student Engagement and the Division Enrollment Management and their functional Departments with regular tasks that may include:

• Develop and maintain a system for managing budget records, funding requests, reconciliations, and transfers and prepare quarterly budget reports

• Manage personnel processes and maintain digital records for supplemental pay, new employee search and hiring, on-boarding, and employee evaluations.

• Schedule and coordinate division-wide trainings, as needed.

• Provide front-line assistance in greeting visitors, answer phones, and responding to emails during peak times in a professional and friendly manner

• Coordinate data, reporting, and student lists related to outreach, retention, or special initiatives

• General administrative support such as: sorting and distributing mail, maintaining office appearance, ordering office supplies, scheduling maintenance, filing, and archiving, approving annual and sick leave reports, managing p-card statements, paying institutional membership fees, running errands, and making deliveries as needed

• Coordination of programs or initiatives to support the Divisions.

• This includes planning and scheduling activities, developing processes, facilitating communication and collaboration, maintaining documentation and reporting on progress and outcomes.

• Coordinate and lead marketing for the Family Connections Program, a student host-family program.

• Provide logistical support for the Peak Experiences (Pre-Orientation) programs, including coordinating housing and meals, scheduling transportation, etc.

• Specific program coordination duties could include Workday software training workshops, Retention data collection, Annual Security reporting, and more.

• Provide administrative support for using software to support college functions, including Workday, Slate and Maxient.

• Update and maintain relevant information, including the Student Handbook, Academic Handbook, Policy Library, appropriate forms, and webpages.

• Provide administrative support for the Dean of Student Engagement and Dean of Enrollment Management:

• Triage and prioritize incoming issues and demands addressed to Dean

• Communicate directly and professionally, on behalf of the Dean, to community members, departments, other institutions, community partners, and all interested parties.

• Manage the Dean calendars, including travel, meetings, conference, speaking engagements and itineraries.

• Organize meetings, including scheduling, sending reminders, preparing agendas, and taking minutes

• Write, edit, or coordinate the creation of select communications on behalf of the Dean including reviewing and approving official listserv announcements. Processes and responds to letters of inquiries, complaints, personnel matters, and other types of correspondence

• Review contracts, food approvals, travel requests and reimbursements initiated by the divisions and verify compliance with college policies and procedures.

• Manage purchasing to support the Dean and Divisions as necessary, including following state and college fiscal policy and maintaining a College purchasing card and reconciling appropriately.

• Demonstrates a commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities

• Consistently exercises discretion and professional judgement

• Maintains knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 508.

• Perform other duties as assigned

Required Education, Specialized Skills, and Experience:

• Bachelor's Degree, preferably in a business-related field, or at least three years of experience in an administrative support role

• Proficiency in Office Suite, including Office 365, Word, Excel, and Outlook

• Excellent organizational skills and strong attention to detail

• Effective oral and written communication skills

• A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities

Preferred Education, Specialized Skills, and Experience:

• Experience in an equivalent role (Assistant for a College/University Dean or similar position)

• Proven ability to handle complex and sensitive information with discretion

• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced, quickly changing environment

• Proficiency in manipulating and maintaining a database

Compensation

The salary range is $49,000 to $54,500, plus a comprehensive benefits package

Application Process

A complete application packet includes:

• Cover letter addressing interest and qualifications for the position.

• Resume

• Names and contact information for three current, professional references.

Application materials received by July 8, 2024, will receive full consideration

The position will remain open until filled.

About Fort Lewis College:

On a sage-brushed mesa overlooking downtown Durango and the La Plata Mountains, Fort Lewis College is Southwest Colorado's premier public undergraduate research institution. With more than half of the 3,300 students identifying as people of color, FLC's academic programming and campus life thrive on nurturing safe, diverse spaces for intellectual exploration and helping people achieve their career goals. A Native American-serving, Non-Tribal Institution, FLC is committed to promoting economic development in neighboring tribal communities and connecting students with the education they need to be the change in the world they want to see. Degree programs span the arts, business, education, health sciences, humanities, and social and natural sciences. Coursework builds on the natural, cultural, and historical resources found around the Four Corners region. Students work closely with faculty on research projects with real-world implications. Like the mountain town it resides in, FLC promotes a culture of work-life balance for students, faculty, and staff. Skyhawks enjoy unparalleled access to a healthy outdoor lifestyle thanks to 300 days of sunshine a year and more than 300 miles of hiking and biking trails in and around Durango

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.

Discrimination Questions?

Office of Compliance and Community Standards

David Pirrone, Director of Compliance

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 IX Coordinator

Kate Suazo, Assistant Director of Compliance and Title IX Coordinator

230 Skyhawk Station

1000 Rim Drive

Durango, Colorado 81301

(970) 247-6729 cmsuazo@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.