Staff Executive - Fort Lupton
Aims Community College, locally governed, locally funded, is a progressive community college with centralized administrative services located on the Greeley Campus which supports three additional locations. Situated on the Front Range of the Colorado Rockies, and enjoying 300+ days of sunshine a year, Aims Community College is student success oriented and prepares students for success in more than 160 degree and certificate programs. You are not just a number here at Aims Community College, our wonderful Staff, Faculty, and Administration work as a team to ensure excellent service and offer the most affordable tuition in the Front Range.
The Staff Executive of the Fort Lupton Campus provides coordination and supervision assuring that all administrative, fiscal, physical and room scheduling services are working correctly and congruently in providing customer service and internal and external communication. The Staff Executive will be training and mentoring office staff on “best practices” for front office customer service. The ideal candidate works best in a thriving and changing environment while maintaining a high level of customer service and professional demeanor. The Staff Executive will demonstrate strong interpersonal skills, leadership, organization, have a high attention to detail, and experience working with budgets. The Staff Executive will work autonomously while accountable to the Executive Campus Director.
Duties, Roles and Responsibilities:
1. Coordinate, and manage the front counter and administrative offices including student registrations, cashier and bookstore processes.
2. Supervise office support staff; train, assign work, inspect work, coach and/or counsel, discipline, and make recommendations for hiring of staff. Schedules or conducts staff evaluations.
Oversees repair and maintenance of office machines.
3. Directs and oversees quality of customer service via phone, front office, bookstore, and facility management.
4. Performs various human resources duties;
process insurance, Workmen’s Comp, time sheets, verifies I-9 documents and sends to HR.
5. Provide hands-on customer service as necessitated by volume, extra hours, absence of staff or extraordinary circumstances.
6. Principal person to greet and direct business people and students when business is other than regular student registration processing.
7. Maintain confidential and regular files for administrative office.
8. Oversees repair and maintenance of administrative office machines.
9. Assist the Executive Campus Director; with problem investigations or resolutions including front counter, employee, facility, constituent, department and inter-campus.
10. Generate memos, letters, forms, schedule meetings and resources, route forms for necessary approval and signature through administrative or departmental channels.
11. Plan and coordinate events.
Coordinate rooms, equipment, setup and catering services for meetings and workshops.
12, Responsible for communicating the needs for security coverage during regular daytime, nighttime classes, weekends and extra scheduled events internally and externally to security office.
13. Provide counsel or information to Executive Campus Director in decisions regarding modification of actions, behaviors or procedures, to maximize each team member’s input and contribution.
14. Maintain supply inventory for office supplies.
15. Responsible and monitor Fort Lupton campus cash drawers and cash boxes. Generate and process Limited Purchase Orders and Requisitions on Assoc. Dean’s signature.
16. Serve as Certified GED Test Administrator and proctor Accuplacer.
17. Responsible for use of Google Calendar and scheduling appointments.
18. Assist with student support services as needed and train new employees.
19. Use and oversight for Barnes n Noble register, orders, maintain and work with IT for technical issues.
20. Assist with course scheduling by e-mailing requested courses charts to department chairs.
21. Assist Executive Director with Professional Development for staff.
22. Ability to learn and to assist staff and faculty with basic technology, such as Smart Boards, portable microphone, copiers.
23. Other duties as assigned.
- Applicants must be currently authorized to work in the United States on a part/full-time basis.
- Associate’s Degree or equivalent combination of education and experience, plus five years (FTE) of related experience. Possess supervisory experience in an office setting.
Knowledge, Skills, and Abilities:
- Excellent interpersonal and communication skills (verbal and written);
- Attention to detail, problem solving and conflict resolution capabilities;
- Demonstrable proficiency with Microsoft Office applications including word processing, spreadsheets, and databases;
- Knowledge of policies, procedures, guidelines and practices related to managing large data sets such as course records, class scheduling, and/or student records;
- Ability to organize tasks, set priorities, and work on multiple projects simultaneously while meeting deadlines;
- Ability to work independently with initiative and discretion.
- Bachelor's Degree
Special Instructions to Applicants:
Applicants must submit academic transcripts from an accredited institution. Applicants who have earned degrees from outside of the United States must provide a credential evaluation of said transcript(s) as part of their application materials.
National Association of Credential Evaluation Services (www.naces.org) or Association of International Credential Evaluators (www.aice-eval.org) lists members who may be contacted for assistance in evaluating foreign credentials.
APPLICATION INSTRUCTIONS AND INFORMATION
• Clearly document job duties performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the “Work Experience” section on the application. We must be able to evaluate your experience based on this information.
• Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that we can calculate full-time experience.
• The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.
• If an Application is considered “Incomplete”, the application will be removed from consideration for the position.
• An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
• An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
• When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. **Please see the “Required Documents” section of the posting.
• Resumes will not be accepted in place of a complete application; however, resumes may still be required as a component of complete application materials.
Screening/Selection: All applicants may apply on line at jobs.aims.edu. If you need assistance with this process please contact Human Resources.
Initial screening will be conducted by a committee based on completed application materials.
Please be prepared to submit the following if required:
• Cover Letter addressing qualifications relative to position requirements,
• Diversity Statement (your personal statement on diversity),
• Teaching Philosophy (for faculty positions only) and,
• Transcripts (if applicable). Official transcripts will be required if hired.
o Faculty: Applicants must submit academic transcripts from an accredited institution. Applicants who have degrees from outside of the United States must request a credential evaluation of their transcript. National Association of Credential Evaluation Services (www.naces.org) or Association of International Credential Evaluators (www.aice-eval.org) lists members who may be contacted for assistance in evaluating foreign credentials.
All application materials become the property of Aims Community College. All application materials must be submitted by the closing date posted. The screening committee will select finalists for interviews.
Notice: Aims Community College is an equal opportunity employer. Selection will be based solely on merit and will be without discrimination based on age, sex, sexual orientation, race, religion, national origin, marital status or disability. The goal of Aims is to enhance the diversity present in the district we serve. To comply with Immigration Reform and Control Act of 1986, if hired you will be required to provide documents within 3 days of hire date to show your identity and your authorization to work. This law applies to all persons hired.