Program Assistant I - Enrollment Management

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 “Most Promising Place to Work” 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 an Employee Wellness Program and Employee 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 remotely 1 day per week.
• This position does require a strong on-campus presence (Larimer) and will need to occasionally travel to the other FRCC Campuses (Westminster & Boulder County).
• This position requires flexibility as it may involve working beyond regular office hours, including evenings past 5:00 pm, and occasionally on Saturdays.

Description of Job

GENERAL SUMMARY:
The Associate Vice President, Enrollment Services office provides support to a variety of student support services including: Registrar's office, Financial Aid, Recruitment, Admissions & Orientation, Student Communications & Digital Strategies, and Military & Veteran Services.

As the Program Assistant I, you provide direct support to the Associate Vice President of Enrollment Management, the Division of Enrollment Management, and students. This position will work collaboratively with the Assistant to the Vice-President of Enrollment Management & Student Success, Assistant to the Dean of Student Development, Assistant to the Dean of Student Engagement and Retention, Administrative Assistants of Instruction, and numerous internal and external customers. You are responsible for all office operations including, but not limited to, support of travel, managing the enrollment management budget, calendar and meeting management, regular onboarding, training and support of all division Administrative Assistants. As the Program Assistant I, you will serve as the first point of contact for faculty, staff, and student concerns and must be comfortable navigating crisis situations. The Program Assistant I, implements activities, programs, and developments to promote enrollment and student success and professional development for all staff of the Division and students for the AVP Office. This position will also manage college-wide duties college-wide contracts, RFP’s, and split purchases, and other college-wide duties as assigned. This position is covered by COWINS.

This position requires flexibility as it may involve working beyond regular office hours, including evenings past 5:00 PM, and occasionally on Saturdays.

PRIMARY DUTIES:

Administrative Support for the Associate Vice President, Enrollment Management

• Serve as primary point of contact for the Associate Vice President (AVP) of Enrollment Management. Manage all enrollment management division-wide initiatives including meeting planning, renovation and relocation projects, division communication on policies and procedures, strategic planning, assessment, and budget initiatives. Implements procedures as they relate to the division and support the operations of the division.
• Coordinate and prioritize incoming communication, ensuring timely responses appropriate delegation.
• Prepare and distribute agendas, presentations, reports and other documents for meetings and presentations.
• Maintain accurate records and files ensuring confidentiality as necessary
• Maintain current policy and procedure documentation, interacts with other departments, and organizations college-wide.
• Serve as a primary point of contact for internal and external stakeholders, exercising professionalism and discretion in all interactions.
• Manage email and calendar requests as needed for the Associate Vice President of Enrollment Management.
• Serve on the leadership team for the Enrollment Management division and assist AVP in organization and needs identified in the meetings.
• Communicate monthly with Enrollment Management leadership to gather information for the President’s Report.

• Assist the Associate Vice President in planning and organizing events, workshops, conference, and other engagements related to Enrollment Management.
• Coordinate logistics, such as venue booking, catering, audiovisual equipment, and guest support.
• Provide on-site support during events, ensuring smooth operations and addressing any last minute needs or changes.
• Order event supplies, set up spaces, organize volunteer signups and support day of events including evening and weekend events when needed.
• Facilitate and assist with college-wide processes such as the Institutional error process, college-wide trainings and development organization, facilitate college-wide purchasing for the college-wide Division of Enrollment Management, and other college-wide duties as assigned. Track project timelines, milestone, and deliverable, ensuring that deadlines are met.
• Collaborate with team members to gather data, conduct research, and compile reports as needed.
• Serve as a liaison between Enrollment Management Managers and Campus Leadership.
• Manage the updates and maintenance of division webpages and EWolf sites.
• Monitor progress on ongoing projects, proactively identifying and addressing any issues or obstacles.

• Provide onboarding, training and continued development for all Administrative Assistant staff across the division. This includes training all new staff on their administrative responsibilities as a part of the onboarding process.
• Facilitate division wide trainings regularly for division administrative staff on new processes or changes to processes, workflows, and timelines that impact administrative staff.
• Provide opportunities to engage administrative staff, on behalf of the AVP, in professional growth and development opportunities.

• Facilitate communication between the AVP and other departments, faculty, staff, students and external partners.
• Draft, edit, and proofread correspondence and reports on behalf of the AVP.
• Assist in the preparation of official communications, announcements, and presentations.
• Guide design, development, and edits for program materials.
• Coordinate emergency communications on behalf of the Associate Vice President’s office.
• Manage conflict and crisis and engages the AVP or Senior Director of Student Success as needed. Serve as primary contact to the AVP responsible for resolving problems as appropriate and refers to the AVP when appropriate.
• Serve as a first-responder in conflict or concern situations and contacts the AVP, Senior Director of Student Support & Conduct, or Campus Security as needed.

• Serve as the cost center administrator for the Associate Vice President, Enrollment Management budget accounts. Analyze, reconcile and track budget needs.
• Utilize Banner to run reports, reallocate P-Card purchases in Banner, assembling receipts and reconciling monthly P-Card statements.
• Propose budget recommendations and oversees appropriate allocations in all division accounts. Forecast, monitor, and track budgetary expenditures with final approval residing with the Associative Vice President. Complete all purchasing for the Associate Vice President’s office and support other Administrative Assistants in managing department budgets and spending, including training all new staff.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Four (4) years of experience of general clerical or administrative services experience, which includes one (1) year of experience in any combination of the following:

• Providing administrative support to staff from various levels of an organization.
• Developing and facilitating training opportunities for staff.
• Managing or providing coordination for projects and events.

• Equity, Inclusion and Diversity: Work with students and staff from diverse backgrounds Treat all students with respect and fairly.
• Self-Starter: Take the initiative to determine daily tasks. Make independent decisions regarding prioritize work.
• Customer Service: Provide support and assistance to the Associate Vice President, other staff across the College and students by answering questions, providing follow-up, resolving questions and problems that arise
• Critical Thinking: Maintain confidentiality. Understand and interpret policies and procedures, and processes. Help others address challenges or issues.
• Interpreting and applying policies and procedures: Follow purchasing policies and procedures. Interpret policies that impact students.
• Technology: Knowledge of Microsoft Office Suite, WebEx, Banner, Ad Astra. Create and manipulate spreadsheets to extract data, communicating through email in an effective manner, schedule appointments and create and update forms.
• Attention Detail: Complete division forms, and travel packets. Update team site. Reallocate expenses.
• Establishing & Maintaining Relationships: Provide support to departments, employees, students, and vendors.
• Collaboration & Team Work: Success in achieving goals and projects.
• Time Management: Complete purchasing, reallocate expenses, process forms, update spreadsheets; update Banner.
• Event Planning: Schedule rooms, planning, managing, and facilitating events
• Organizational Skills: Create and maintain electronic document folders

Supplemental Information

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, along with an eSkill assessment subject to change based on size of qualified applicant pool.

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, JoAnne Wilkinson, at joanne.wilkinson@frontrange.edu or call 303-678-3707.

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

• By going to the internet website at: Clery Act Information (Download PDF reader) (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