Fort Lewis College Administrative Assistant II - Anthropology, ENVS, NAIS, GSS and Art & Design
Fort Lewis College Administrative Assistant II - Anthropology, ENVS, NAIS, GSS and Art & Design
Fort Lewis College
8/23/2018 11:59 PM Mountain
FORT LEWIS COLLEGESchool of Arts & Sciences
Description of Job
Fort Lewis College, a selective public institution located in Durango, Colorado, offers degree programs in arts, business, education, health fields, humanities, social and natural sciences, and teacher education. Our inspiring mountain campus is located atop a scenic mesa overlooking historic Durango and situated between the San Juan Mountains and the desert Southwest. We are committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 3,400 students come from 48 states, 17 countries, with 36% Native American and Alaska Native backgrounds, and 11% Hispanic backgrounds. Durango is a thriving multicultural community of 18,500 set along the beautiful Animas River Valley. Averaging 300 sunny days per year, the community is known for its outdoor lifestyle and friendly, festive atmosphere. Durango is also the cultural and economic hub of the Four Corners region, rich in dining, shopping, and entertainment, and linked with airline service to hubs in Denver, Phoenix, and Dallas.
Job Duties: This position serves as the administrative assistant to the Anthropology, Environmental Sciences, Native American and & Indigenous Studies, Gender & Sexuality Studies and Art & Design. Incumbent will work four hours located in the Center of Southwest Studies and four hours in the Art Building each day from mid-August through mid-May.
Departmental Administrative Support (20%)
Serves as the central communication point for sharing information among departmental faculty, staff, prospective and current students, and external stakeholders
Composes and sends correspondence via email, interoffice mail and off-campus mail
Sorts and distributes mail
Oversees operation and maintenance of department office equipment. Maintains program reception area
Manage department bulletin boards or content for digital displays
Manage departmental websites, social media, newsletters, listservs or blogs as instructed
Faculty Administrative Support
Assists faculty with document preparation and photocopying, deadline reminders, and record keeping, etc.
Arranges and schedules meetings between prospective students, parents, external stakeholders, and program personnel
Arranges and schedules committee or faculty meetings including scheduling rooms, refreshment and any special equipment as needed. Assists with meeting preparation
Assists chair or assistant dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up. Trains new faculty to utilize email, phone, listserv, etc.
Assists with annual student/staff/faculty awards and/or scholarships
Tracks all field trip documents including student emergency phone numbers and medical health forms and keeps information secure following HIPAA & FERPA regulations
Assists in scheduling field trip transportation through the Physical Plant
Assists faculty with scheduling lab access for students and helps coordinate tech support as needed
Orders supplies for labs
Budget, Procurement Cards, Reallocation & Travel Arrangements
Generate and review monthly departmental budget(s) reports sharing any concerns with the department chair
Monitor departmental and grant budget(s) by overseeing and tracking expenditures, course fee revenues, travel requests; processing budget related forms (i.e. transfer of funds, purchase orders, requisitions, travel authorizations, travel reconciliations, motor vehicle requests, faculty development and student or faculty research grants, etc.). Maintains balances weekly
Process check requests for vendor payments and add vendors to the system
Reconcile p-card and event card statement monthly, following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending, including faculty grant spending, is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office utilizing Banner
Student Worker Supervision
Faculty Search Support & Records
Maintains records of required current faculty certifications, current CV's and competencies
Assists with faculty searches including but not limited to placing ads, receiving and tracking applicant information, travel arrangements, initiating paperwork for W-9s, EAS forms, etc.
Prospective, Current & Alumni Student Relations
Tracks total number of students in each department major that position supports, providing information to the different chairs as requested
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
Communicates employment and professional development opportunities (including, but not limited to internships, fulltime and seasonal positions, and graduate assistantships) to current students and alumni (using digital as well as traditional forms of communication)
Art Student Lockers & Documentation Room Supervision & Art Gallery Assistance
Process and maintain art locker assignments, and locks for student art lockers
Handle the schedule for the Documentation Room and assist students with the equipment and DSLR camera
Assist gallery director with exhibition preparation as needed, including preparing labels and price/insurance lists; open, close, and monitor gallery; monitor interns; review galleries weekly
Assist with travel arrangements and payments for visiting artists
Maintain gallery budget records
Provide clerical support for gallery publicity and send out news releases
Manage mailing and emailing lists
Handle gallery sales and payment transfers
Update gallery website as needed; photographing exhibitions to be used on the website and promotional materials
Assist with other aspects of gallery operation as needed
Note: This job description is not meant to be all-inclusive. Position may be asked to perform additional duties as requested by the chair to meet the ever changing needs of the college.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Education and Experience:
Two years of general clerical experience. (General clerical experience is defined as work
experience that included data entry, filing, answering phones, typing or word
Appropriate education will substitute for the required experience on a year-for-year basis.
Please list in detail on your application your experience with any of the preferred qualifications listed below.
Administrative experience in higher education
Experience utilizing Banner
Experience working with multiple budgets including procurement cards, travel authorization and reconciliation, reallocation of funds, balancing funds, etc.
Experience working with college students
Working knowledge of Office 365
Bachelor's degree in one of the following areas of study: Anthropology, Environmental Studies, Native American & Indigenous Studies, Gender & Sexuality Studies, or Art & Design
Please detail within your application materials how you meet these required competencies.
Active listening skills
Critical thinking skills
Accurate data entry and database skills (Please detail on your application the types of data entry you have performed and list the databases utilized)
Intermediate Microsoft Office Suite skills, especially Excel (Please list in detail your Excel experience including what types of formulas you have utilized and whether you have experience importing and exporting data)
Ability to work independently and as part of a team
Ability to effectively manage multiple priorities and meet objectives
Ability to work and communicate with internal and external customers to meet their needs in a polite, courteous and cooperative manner. Committed to quality customer service.
Reading, writing and oral comprehension skills
Oral and written communication skills
Conditions of Employment
Physical Demands: Light - -Exert up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects. Physical demands are in excess of those of Sedentary work. Light work usually requires walking or standing to a significant degree. Requires stooping, crouching, reaching, handling, fingering, feeling, talking, hearing, near and far acuity, depth perception, accommodation and field of vision.
For detailed explanation of these functional attributes, candidates may request clarification from the Office of Human Resources.
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
All Applicants Please Note:
You must submit your application by the posted job announcement closing date. Fort Lewis College uses email as its primary form of contact. Please provide a valid working email on your application, otherwise, please provide valid contact phone numbers and a valid mailing address.
Resumes will not be accepted in lieu of a completed application, but may be used to supplement information to the application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.
Fort Lewis College is not responsible for incomplete faxes, lost mail, lost or deleted emails, and does not accept postmarks.
You are responsible for checking your spam filter and/or junk mail for incoming emails from Fort Lewis College and this application website.
Former employees of Fort Lewis College or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application.
Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, gender, disability, sexual orientation, gender identity, gender expression, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment, admission, and education 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 Assessment Process: Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Part or all of the assessment for this position will include a review of your application material. Applications will be reviewed by a Human Resource Specialist and/or Subject Matter Experts to determine if you meet the minimum requirements for the position. They may also use the application material to assess and rank applicants who meet the minimum requirements, to cut to a top group for additional assessment, or establish an eligible list for referral to the hiring manager for final consideration.
Be sure your application material specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the Job Duties, Education and Experience Requirements, Preferred Qualifications, Required Competencies and Conditions of Employment sections as listed above. Upload additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any of step of the selection process and placement on the eligible list.
ADA Accommodations: Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To receive the accommodation, the person making the request must present medical documentation that describes the disability which justifies the accommodation. Because it requires several days for Fort Lewis College to evaluate the request and prepare for the accommodation, it is essential for the person who believes he/she may need an accommodation to locate or obtain the documentation that he/she intends to submit well in advance of the assessment date. Failure to provide the medical documentation several days in advance of a comparative analysis could make it impossible for Fort Lewis College to prepare for and provide the requested accommodation.
To request a reasonable test accommodation for this assessment, please contact the Office of Human Resources at (970)247-7423 or the contact listed on this announcement several days before the assessment date.
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
The Colorado Riot Offense Statute restriction on enrollment
Where to find registered sex offender information
Crime statistics for the previous three calendar years
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.