Administrative Assistant III - Health Science & ...

Administrative Assistant III - Health Science & Wellness Print ( Apply ufeff Administrative Assistant III - Health Science & Wellness Salary $4,238.00 Monthly Location Fort Collins, CO Job Type Full Time Job Number GJE-000830-01/2026 Department Front Range Community College Opening Date 01/30/2026 Closing Date 2/5/2026 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 303-404-5323 How To Apply Please submit an online application for this position at 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 (, recently selected as a u201cMost Promising Place to Worku201d 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 (. + 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 anEmployee Wellness Program (andEmployee 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. + This position does require a strong on-campus presence on the Larimer Campus (Fort Collins, CO) and will need to travel occasionally to the other two FRCC Campuses. + This position works the following shift: Monday-Friday, 8:00 am-4:00 pm. Description of Job GENERAL SUMMARY: The Health Science & Wellness (HSW) Administrative Assistant III position will provide administrative and technical support to the School of Health Sciences and Wellness (HSW), performing varied duties related to purchasing, budgeting, faculty, students, Health Science and Wellness related public clinics, grants, coordinator support and tracking, and general administrative responsibilities. The Administrative Assistant III provides comprehensive administrative and organizational support for the School of HSW, to facilitate the efficient operation of the School. This role involves handling a wide range of administrative tasks, managing communication, coordinating schedules, providing budget, purchasing and travel coordination support, supporting faculty with tracking applications and student rotation placements, tracking and working with school of HSW coordinators to complete tasks, assisting with the schoolu2019s public facing clinics, and assisting with various academic and administrative and technical responsibilities. DUTIES: Administrative Support & Office Management Collaborate with admin assistants and coordinators in the School of HSW to ensure all administrative assistant & support tasks are completed for the School of HSW. Duties include, but are not limited to: Provide Administrative and Office support u2022 Serve as a first point of contact for the School of HSW. u2022 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. u2022 Provide office and phone coverage, screen/review email and mail. u2022 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. u2022 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. u2022 Provide information on how to complete processes to faculty, instructors, staff, and customers as needed. u2022 Create and distribute communications as needed. u2022 Responsible for routine office procedures including typing, filing, editing documents, completing projects, taking notes, making copies, distributing mail, ordering and maintaining supplies. Office Management u2022 Ensure customer service follows rules and regulations, FERPA, HIPAA, and internal FRCC processes and procedures. u2022 Assist the School of HSW, by committing to specific actions and functions independently to resolve operational problems. u2022 Collaborate with internal and external stakeholders, conveying knowledge of college organization, department chairs, faculty, and staff as related to the School of HSW. u2022 Create and maintain office processes and training material. u2022 Write/update office guidelines; design forms and processing steps; design general office record keeping systems in paper and electronic mediums per program standards. u2022 Create and track work-orders for maintenance projects. u2022 Supports staff in obtaining access to spaces as needed. u2022 Initiate and complete the hiring process for work-studies, as needed. Responsible for scheduling and reviewing work study time sheets. u2022 Create and maintain the departmentu2019s information boards (i.e. bulletin boards). u2022 In consultation with faculty and staff in the School of HSW support the drafting and submission of operations related forms. Support and Utilize Technology u2022 Serve as a resource to help troubleshoot computer, technology, and software needs and/or directs staff to IT or make IT requests. u2022 Interface with internal and external stakeholders to complete processes and resolve issues. u2022 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. u2022 Utilize Banner and Ad Astra to generate reports and complete tasks. Calendar management and appointment/meeting scheduling u2022 Schedule appointments, meetings, and events. u2022 Coordinate and schedule appointments with faculty, staff, students, and external stakeholders. u2022 Monitor and adjust calendars to accommodate changes, prioritize appointments, and resolve conflicts. u2022 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. u2022 Attend meetings, collect attendance records, take and distribute minutes, as needed. Accreditation & Compliance Support u2022 Gather and compile necessary documentation, information and statistics required for program accreditation and provide it to the Program Director. u2022 Ensure that all required signatures are obtained for accreditation and purchases. u2022 Provides support for accreditation site visits. Academic Affairs Support u2022 Update and maintain filing system for syllabi, distribution lists, and school related files. u2022 Collect and distribute information related to HSW programs, faculty, and staff. u2022 Provide office and phone coverage, screen/review, forward, and support communications. u2022 Support CTE credentialing processes for faculty and instructors CTE credentialing requirements, as needed. u2022 Support Academic Affairs administrative support needs. u2022 Participates on college committees, as needed. Budgeting/Purchasing/Travel Provide support to the School of HSW by managing fiscal processes, maintaining budget spreadsheets and managing travel processes. Duties may include, but aren't limited to: u2022 Purchase and reallocate expenses using purchase requisitions/purchase orders, expense vouchers or p-card and reallocating transactions appropriately. u2022 Reviewing monthly p-card invoices for accuracy; troubleshooting for any problems; complying with fiscal rules, regulations, policies, and procedures. u2022 Maintain an active unencumbered college issue p-card in compliance with all requirements. u2022 Track department purchases, reconciles/reallocates purchases, ensures appropriate delivery of items and payment, and completes returns as needed. u2022 Process invoices for payment and follow up as needed. u2022 Initiate Internal Department Invoices (IDI) for sale/purchases between departments per state and college guidelines. u2022 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. u2022 Analyze, reconcile, create reports and track budgets and purchases. u2022 Prepare budget, purchasing, and other fiscal forms. u2022 Ensure compliance with FRCC and State budget guidelines. u2022 Participate in compiling data related to budgets and purchases. u2022 Make travel arrangements ensuring proper completion of all necessary paperwork including signatures and booking of travel. u2022 Pull budget reports, track budgets, communicate with Dean, Office Manager, Chairs and Leads, as needed. u2022 Pull budget reports. u2022 Complete mileage & travel reimbursement forms. u2022 Process and complete approval forms, budget transfers, contracts, membership setups/renewals, and other fiscal, purchasing, expense forms as needed. Provide administrative support with the oversight and management of grants related to the School of Health Science and Wellness. u2022 Track grants allocation, as needed. u2022 Liaison with other admin support, chairs, faculty, other departments, and vendors. u2022 Corroborate with grants manager and grants accountant to maintain documentation for grants purchases per college guidelines. u2022 Make grant related purchases as needed. Support for HSW Coordinators Assist the HSW Coordinator with supporting School of HSW. This may include, but is not limited to: Clinical/Internship/Practicum support u2022 Work with faculty and HSW coordinators to track student placement in internship/clinical/practicum placements. u2022 Provide administrative support for the maintenance of clinical sites for clinical/internship/practicum placement through the clinical placement process. u2022 Track information related to clinical placement. u2022 Collect paperwork related to clinical placement. u2022 Track student background check and drug screen approval results and notify the program director if there are any issues. u2022 Notify program director of any site or student issues. u2022 Participate in advisory board meetings when requested by Academic Dean. u2022 Attending meetings with internal and external stakeholders Application and program admission processes u2022 Performing tracking of student admission requirements. u2022 Communicate with students, faculty, and staff to acquire necessary documentation, as needed. u2022 Attending meetings with HSW coordinators and faculty. Contract Processes u2022 Work with contracts to renew and request new contracts and agreements. u2022 Track contract renewal needs and initiate renewals, as directed u2022 Attend meetings related to contract generation and renewals. u2022 Maintain communication with applicable partners and staff related to contracts. HSW Public Clinic Support Provide support for the collegeu2019s 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. Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights 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. (Part-time experience will be pro-rated). See Resumeu201d statements or blank employment history on the applicationin lieu of a complete application will not be accepted.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 complete applications will not be accepted or move forward. 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) REQUIRED COMPETENCIES: + 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. 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. 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 (), 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 departmentu2019s 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. 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 classificationu2019s 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. This posting may be used to fill one or more similar positions in the future. 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. 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, Bob Gregory, by calling 303-404-5473. 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 ((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: 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

Created: 2026-02-02