Pay Rate:

26.95 USD

Position Summary:

Applications for this position will be accepted through 11:59 pm on 11/21/2025. Applicants must apply through the Fort Lewis College Workday application site, no other online or social media application sites may be used as they do not feed into Workday.

MINIMUM QUALIFICATIONS - Four (4) full time years (8320 hours) of administrative assistant experience in an office setting

This is a 12-month, 40 hour a week position that support the Dean and Associate Deans of Arts & Sciences, and also supervises 6 classified administrative assistants who assist the 19 distinct departments under Arts & Sciences. The Office Manager assists the Dean, Associate Deans, and department Chairs with managing over 200 full-time and part-time faculty within the School of Arts & Sciences.

The starting salary for this position is $26.95 per hour ($56,064 annual). This position is eligible for medical, dental, vision, state paid short term and optional long term disability, state paid life insurance and optional life insurance as well as paid accrued annual and sick leave, and other college provided benefits.

Job Description:

Primary Job Duties

A. Duty- Dean and Associate Dean/Coordinator Support, School of Arts & Sciences Events & Travel- 40%

• Provides support to the Dean of Arts & Sciences by processing check requests, budget change requests, Journal Vouchers and reallocation of funds within the School of Arts & Sciences budget.
• Responsible for Centralized Equipment Budget for Arts & Sciences.
• Responsible for preparing and processing Dean’s List and FLC Foundation donation thank you letter using mail merge.
• Works with the FLC Foundation with fund transfers, deposits and balances from funds or grants that are transferred from the Foundation to a specific org code.
• Utilizing Workday, pulls and saves the budget reports and reviews them for potential errors. Emails the department administrative assistants with any noted issues.
• Responsible for monitoring the 20 distinct departmental cost centers within Arts & Sciences at the end of Fiscal Year to ensure all cost centers and associated programs have a positive balance.
• Responsible for Dean’s travel and Dean's Office events.
• Tracks and records all off-campus activity waivers for Arts & Sciences students.
• Reviews and revises as necessary all travel forms for the school following Fort Lewis College travel policies and explaining them and their requirements to faculty.
• Serves as the primary contact and subject matter expert for travel-related budgets, policies, forms, and documentation.
• Acts as receptionist to the Dean’s Office, scheduling appointments, answering questions and collecting information serving as backup to the other assistant duties such as personnel documentation, activity waivers, off-campus emergency plans, etc.
• Maintains the Dean’s calendar and schedules appointments.
• Maintains files and necessary copies of correspondence.
• Provides administrative support to the Arts and Sciences Associate Deans, including class scheduling, tracking department schedules, and checking compliance using Excel spreadsheet.
• Responsible for tracking Independent Study petitions.

B. Duty- Supervision and Support for the School of Arts and Sciences Administrative Assistants- 45%

• Provide general support and supervision for the six School of Arts and Sciences Administrative Assistants ensuring cost effective, efficient, and consistent operation of the work unit.
• Responsible for hiring, training, and performance evaluations for the Administrative Assistant team. This includes filling gaps and covering departments during admin turnover.
• Includes signature authority that directly impacts the pay, status and tenure of the Admin Assistants.
• Monitors workloads, flow and the use of assigned resources; establishing office procedures, operations, and standards; and evaluating office production and quality.
• Work with Chairs, Associate Deans, and/or Dean to ensure effective performance plans and evaluations that align with the college policies and standards.

C. Duty- Faculty Review & Personnel Files- 10%

• Provide administrative support to all levels of faculty review, with a primary focus on assisting the Dean with communicating deadlines, tracking materials within the ePAF system, proof-reading reviews, and distributing for signatures before uploading at the Dean level.
• Responsible for auditing and gathering Personnel Files (Academic Affairs file) documentation for both existing and new hire instructors to ensure compliance with the HLC.
• Makes sure that procedures are aligned with faculty handbook and academic policies.

D. Duty- Newsletter, Social Media, and Special Assignments- 5%

• Responsible for assembling newsletters for the School of Arts & Sciences to highlight student/faculty achievement, research, and important stories within Arts & Sciences.
• Newsletters are to be distributed on a schedule determined by the Dean, with stories and material collected from the department chairs and administrative assistants.
• Assists with promoting Arts & Sciences and fostering social media presence through the FLCartsandsciences Instagram account.
• Occasionally the Dean will assign a temporary special assignment such as performing research on all travel for the school organized by department and/or program, arranging an invitation only meeting to discuss a new program offered by the college, archiving online course evaluations utilizing Office 365, data analysis/mining for transparency in decision making, etc.
• Assists with a variety of school wide projects that require administrative support including delegation of tasks to administrative assistants.

MINIMUM QUALIFICATIONS:

Experience Only: Four (4) years of relevant experience in an occupation related to the work assigned to this position
 

PREFERRED QUALIFICATIONS

• Supervisory experience

• Administrative Assistant Experience in higher education

• Workday, Banner or other higher education student database system experience

• Experience managing multiple department budgets

• Procurement Card transaction and reconciliation experience

• Proficiency in Office 365 experience

• AI literacy

REQUIRED COMPETENCIES

• Active listening skills

• Critical thinking skills

• Analytical, investigate and problem solving skills

• Accurate data entry and database skills

• Strong customer service skills

• Demonstrated interpersonal skills

• Attention to detail

• Reading, writing and oral comprehension 

• Written and oral expression skills

• Ability to work independently and  as part of a team

• Ability to effectively manage multiple priorities and meet objectives and deadlines

• Ability to obtain and maintain a notary public license

• Strong aptitude for maintaining confidentiality and exercising discretion in complex situations

CONDITIONS OF EMPLOYMENT

A final job offer is contingent upon the satisfactory completion of a criminal background check. All background checks will be conducted in accordance with Fort Lewis College policy.

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.

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.

• Part time experience will be prorated. Please make sure you list the months and years worked for each position and the hours worked per week on your resume.

• 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.

• 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.

• 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.

 
 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.

 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.

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.

Other discrimination questions

Office of the Equal Opportunity Coordinator
David Pirrone
165 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
Madeleine Gillman, Assistant Director of Compliance and Title IX Coordinator
230 Skyhawk Station
1000 Rim Drive
Durango, Colorado 81301
(970) 247-7049 mgillman@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.