Administrative Assistant III - Health Science & Wellness

Overview

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 strive to hire a workforce that mirrors our student community and are committed to inclusion, equity, and diversity. FRCC is an emerging Hispanic Serving Institution and aims to reach HSI status by 2024 or 2025.

We offer a comprehensive benefits package including health, retirement, tuition reimbursement, wellness programs, leave, professional development, and hybrid work options. This position requires strong on‑campus presence on the Larimer Campus (Fort Collins, CO) with occasional travel to other FRCC campuses. Typical shift:
Monday–Friday, 8:00 am–4:00 pm.

General

Summary:

The Health Science & Wellness (HSW) Administrative Assistant III provides administrative and technical support to the School of Health Sciences and Wellness (HSW). Responsibilities include purchasing, budgeting, faculty and student support, public clinics, grants, coordinator tracking, and general administrative duties to facilitate efficient School operations.

Administrative Support & Office Management

• Collaborate with admin assistants and coordinators to complete tasks for the School of HSW.
• Serve as a first point of contact for the School of HSW and create a welcoming environment for students, faculty, instructors, staff, and customers.
• Provide office and phone coverage, screen/review email and mail.
• Communicate with faculty, staff, and students to resolve issues and develop solutions; escalate to HSW Operations Manager, Academic Dean, or VP as needed.
• Obtain information to develop solutions, perform research, coordinate with other departments, and participate in trainings.
• Provide information on how to complete processes and create/distribute communications as needed.
• Handle routine office procedures (typing, filing, editing documents, taking notes, distributing mail, ordering supplies).

Office Management

• Ensure customer service complies with FERPA, HIPAA, and FRCC processes.
• Collaborate with stakeholders to resolve operational problems and maintain office procedures and training materials.
• Design forms, processing steps, and office record keeping systems; create/track maintenance work-orders and assist with space access.
• Initiate and complete the hiring process for work-studies and manage timesheets; maintain department information boards.
• Support drafting/submission of operations forms in consultation with faculty and staff.

Support & Utilize Technology

• Troubleshoot basic computer/tech needs or route to IT; interface with stakeholders to resolve issues.
• Use Microsoft and other software to compose documents, generate reports, and manage data; use Banner and Ad Astra for reporting.

Calendar Management

• Schedule and coordinate appointments/meetings; organize school meetings, events, and retreats; manage venue, refreshments, and logistics.
• Attend meetings, collect attendance, and distribute minutes as needed.

Accreditation & Compliance, Academic Affairs Support, Budgeting/Purchasing/Travel

• Gather documentation for program accreditation; ensure approvals and signatures as required.
• Update filing systems for syllabi and school files; support credentialing processes for faculty and instructors; participate in college committees.
• Manage budgeting/purchasing/travel: process purchases, reconcile invoices, maintain p-cards, track budgets, and prepare fiscal forms; assist with grant-related purchases and reporting.

HSW Coordinators & Public Clinic Support

• Support HSW Coordinators with clinical/ internship/ practicum tracking, site maintenance, and paperwork; monitor background checks and drug screen results; assist with advisory boards and program admissions; manage contracts and renewal processes.
• Support the college’s public clinics: cover registration, collect payments, register patients, and perform clinic operations tasks.

Qualifications & Necessary Requirements

Thirty-six months (36) of professional, general administrative or office support experience is required. The primary function must be clerical. Strong verbal and written communication…