Administrative Assistant III - Academic Success Center

Job Title

Academic Success Center Administrative Assistant III

The Academic Success Center (ASC) exists to provide students at Front Range Community College with instructional support via vestibule labs, drop-in, one-on-one and group tutoring, supplemental instruction, and academic coaching. Instructional support includes mentoring, coaching, and connecting students with appropriate resources within the unit, as well as the campus and college as a whole.

This is a college wide position and supports administrative, office management, and customer service needs for the entire department. This position exists to coordinate administrative services and deliver high-level customer service and the day-to-day operations of the Academic Success Center. The Westminster Campus and Larimer Campus Administrative Assistant III share the job duties for the Boulder County Campus ASC. This position is covered under Colorado partnership for quality jobs and services act (COWINS).

• Serve as the primary point of contact for the Academic Success Center (ASC), answering questions and routing concerns appropriately.
• Answer phone calls, respond to emails, and forward messages as needed.
• Submit work orders and process equipment and technology requests (e.g., computers, copy codes).
• Order and manage supplies such as name tags, business cards, keys, and access badges.
• Maintain department contact lists and bulletin boards.

• Ensure the ASC is properly opened and closed according to established procedures.
• Maintain a clean, organized, and welcoming environment, including common areas and work spaces.
• Monitor and replenish office and program supplies as needed.
• Update and maintain signage and bulletin boards to ensure information is current and accurate.
• Maintain and update the ASC in-house calendar, including scheduled services, events, team members' locations (if different than usual), out-of-office (OOO), and work-from-home (WFH) schedules.
• Communicate any changes or exceptions to ASC hours to students, staff, and stakeholders.
• Customer Service Focus
• Provide a positive, professional, and welcoming experience for all ASC visitors, including students, faculty, and staff.
• Support ASC student employees by answering questions, clarifying procedures, and providing guidance as needed.
• Handle inquiries, concerns, or conflicts with professionalism and sensitivity to ensure a supportive environment.

• Meet with students involved in Financial Aid appeals to explain available ASC services and gather data on intended usage.
• De-escalate emotionally charged situations to better understand and address student needs.

• Schedule services within ASC spaces and ensure schedules are received from the Writing Center, Math Lab, and other hosted services.
• Adjust ASC room schedules as needed or directed.
• Support Coordinator(s) with day-to-day ASC operations and space management.
• Provide administrative support across ASC locations, both in person and remotely.

• Document, update, and maintain office procedures and communications.
• Ensure ASC documents meet accessibility standards.
• Compose, format, and maintain departmental reports, correspondence, and forms.
• Create and update office procedures and training materials.

• Complete and process Hourly Appointment Forms (HAFs).
• Collaborate with HR to ensure tutors and student employees complete new hire paperwork.
• Support efforts to provide positive onboarding experience for new employees.

• Collaborate with other Administrative Assistants to create, update, and maintain ASC team sites and forms.
• Assist with planning and coordinating biannual training for part-time employees.

• Serve as a backup by assisting the ASC Coordinators with processing, tracking, scheduling and communicating tutor requests from students.
• Independently assess and resolve low-level concerns and complaints, escalating moderate to high level issues to a Coordinator, Assistant Director, or the Director, as necessary.

• Hire, train, evaluate, and supervise front desk student staff, providing initial and ongoing training and coaching for/with the staff to create a supportive environment for personal and professional growth ensuring a high level of customer service.
• Create the student staff schedule to ensure coverage of the front desk in the Academic Success Center.
• Provide organizational and functional leadership related to student staff management including updating training materials and manuals, providing resource information & communication, and maintaining relevant information related to the Academic Success Centers.
• Coach student staff as/when needed in customer service and technical skills.
• Actively encourage and provide opportunities for student staff to learn new skills, improve existing skills, and strive for excellence in…