Job Description

Fort Lewis College, a 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 3,300 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.

APPLICATION PROCESS: Fort Lewis College has transitioned to Workday. Apply for this position by going to this link: 

This Job Announcement closes at 11:59 pm on 02/21/2025.
This is a 9-month, 40 hour a week position that supports the departments of English and Performing Arts-Music. The total student count is approximately 96, with 24 full-time and 10 part-time faculty. The administrative assistant works with faculty, staff and students in facilitating the department and divisions work. The starting salary for this position is $18.78 per hour.

Job Description:

Primary Job Duties

A. Duty: Departmental Administrative Support- 25%

• Central communication point for sharing information among division/departmental faculty, staff and prospective and current students.
• Answers incoming calls, voice, and email messages, and provides support to students, faculty and visitors, directing people to other offices as needed and providing information about faculty office hours, class schedules, advising, registration, department majors and minors, scholarship information, room locations etc.
• Compose and send correspondence via email, interoffice mail and off-campus mail. Sorts and distributes mail.
• Oversees operation and maintenance of department office equipment.
• Keeps department office neat and orderly.
• Manage department bulletin boards or content for digital displays if appropriate.
• Manage departmental websites, social media, newsletters, or blogs as needed.
• Chairs and/or Associate Deans may assign other duties as needed to meet the ever-changing demand of the College.

B. Duty: Faculty Administrative Support- 15%

• Assists faculty with document preparation and photocopying, deadline reminders, and record keeping.
• Arrange and schedule meetings between prospective students, parents and program personnel.
• Arrange and schedule committee or faculty meetings, group academic advising sessions for students, which includes scheduling rooms, refreshment and any special equipment as needed.
• Works with Advising/Registrar’s Office and Department Chair to assign Faculty Advisors for upper level students (60+ credit hours).
• Assists with meeting preparation (i.e., compile statistics, print spreadsheets, copy handouts).
• Assists Chair or associated Dean with assigning office space to new faculty, including key issuance and computer/phone technology set-up.
• Train new faculty to utilize email, phone, listserv, Workday, etc.
• Provide support for new faculty learning to navigate Workday.
• Assist with annual student/staff/faculty awards and/or scholarships (i.e., announce award nominations/scholarship opportunities, organize the submitted nominations/applications for review, notify the winners, create and prepare the framed awards).
• Gather and submit textbook orders.
• Determines room scheduling through 25Live Pro and then submits requests through Facilities Scheduling, or consult with Event Services.

C. Duty: Budget, Procurement Cards, Reallocation & Travel Arrangements- 30%

• Generate and review monthly division/departmental budget(s) reports using Workday, sharing any concerns with the department Chair and SOAS Office Manager.
• Monitor departmental budget(s) by overseeing purchases and travel requests; process budget related forms (i.e., transfer of funds, purchase orders, requisitions, spend authorizations, expense reports, motor vehicle requests, faculty development and student research grants). 
• Process Supplier Invoice Requests for Supplier payments.
• Process p-card purchases through Workday expense reports for yourself and faculty on a weekly basis.
• Allocate personal p-card and faculty p-card transactions weekly (if possible), following up with faculty on any outstanding bills, receipts, etc., ensuring that all departmental spending is reconciled by fiscal year end by working in conjunction with Accounts Payable and the Budget Office.
• Assists with travel arrangements for guests speakers and other guests of FLC.
• Order office supplies as needed through Amazon, Office Depot, outside vendors using p-card
• Utilizes Fort Lewis Policy & Procedures, Procurement Card Manual, Purchasing & Travel Office website, Budget Office personnel, Academic Spending Procedure Manual and website and Accounts Payable Office.

D. Duty: Student Worker Supervision- 5%

• Supervise 1 or more student workers including hiring through Workday, training and evaluating their performance.
• Initiates hiring students into Student Institutional Employee positions in Workday or creating positions under the appropriate Supervisory Organizations before hiring Initiates student hires through Workday.
• Works with Financial Aid to see if students qualify for Work Study, and ensures that costing allocations or default organizations are correct.
• Ensure that students remember to report their time in Workday on time and correctly on a weekly basis, especially prior to breaks and end of the semester.
• Reconciles Student Hourly labor monthly to ensure that students are being paid out of the correct Cost Center, Program, or Grant.
• Review and approve their time in Workday by the following Monday at the latest.
• Determines student worker schedules in conjunction with their class schedules.

E. Duty: Faculty Search Support & Records- 15%

• Maintains records of required current faculty certifications, current CV’s and competencies
• Assists with faculty searches (sample duties below).
  • Places advertisements for position vacancies,
  • Handle candidate travel arrangements (flight, hotel, meals).
  • Develop and distribute two-day itinerary for candidate interview/campus visit making sure to schedule time with the 
  • Admin to complete any expenses or reimbursements through Candidate Profile.
• Assist Adjunct faculty in applying in Workday and hiring them into vacant adjunct positions. Once approved, submitting Period Activity Pay for the Adjunct faculty member in Workday.

F. Duty: Prospective, Current & Alumni Student Relations- 5%

• Tracks total number of students in each department major that position supports.
• Maintains listservs.
• 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.
• Assists in division/departmental recruiting activities, which may include on-campus events, development and dissemination of recruitment materials, processing and tracking of scholarships, and other recruiting-related duties as assigned by the department chair(s).
• Serves current students by controlling instrument/equipment inventories, student locker assignments (if department has access to), student payroll for special events, and student travel for conference and recruiting purposes.
• Determines best method to pull and sort data for data mining depending on faculty and chair requests for information utilizing Excel Enrollment Reports, Analytics, and Workday.

APPLICATION PROCESS: Fort Lewis College has transitioned to Workday. Apply for this position by going to this link: 

Residency Requirement: (New)

Residents and non-residents of Colorado may apply and be hired into this position as the work will be performed primarily at a location that is within 30 miles of the state border. 

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Class Code & Classification Description: (New)

G3A3XX

MINIMUM QUALIFICATIONS:

Experience Only:  Two (2) years of administrative assistant experience.

OR

Education and Experience:  A combination of related education and/or administrative assistant experience equal to two (2) years.

PREFERRED QUALIFICATIONS

• 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
• Office 365 experience

REQUIRED COMPETENCIES

• Work experience with diverse audiences and under-represented groups (Please include within your application materials a separate statement of how your work experience demionstrated that you have worked successfully with diverse audiences and people from under-represented groups. In your responses, please be sure to include specific examples and the duration of time performing these duties.)
• Active listening skills
• Critical thinking skills
• Analytical, investigate and problem solving skills
• Accurate data entry and database skills
• Strong customer service skills
• Strong 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

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: (Updated)

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at  dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

For further information on the Board Rules, you can 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/board-rules .

APPLICATION PROCESS: Fort Lewis College has transitioned to Workday. Apply for this position by going to this link: 

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.

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.

 

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: 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

Other discrimination questions

Office of the Equal Opportunity Coordinator: David Pirrone165 Education Business Hall1000 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 Coordinator230 Skyhawk Station1000 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. 

Job Tags

Hourly pay, Full time, Part time, Work experience placement, Outdoor,

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