Aims Community College actively supports an
environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position.
This position provides high-level administrative support and assists with directing the operational, financial, personnel & planning functions of Administrative Services under limited supervision.
Problem Solving/Advising
:
- Research and advise all College personnel on administrative and financial policies, procedures, and processes.
- Provide recommendations and directives to resolve problems using critical thinking, interpersonal and problem-solving skills.
- Provide input and recommendations to VPAS on operational issues related to the Administrative Services Division.
- Identify, analyze and recommend changes/updates to policies, procedures and forms for effective business processes.
- Provide Administrative Services employees customer service guidance.
- Research & resolve problems before they escalate and need to be taken to VPAS.
- Participate in VPAS's senior leadership team meetings to record notes, offer advice and provide input on issues discussed.
Budget/Financial Responsibilities:
- Budget determination for VPAS cost centers, identifying trends, and new/increasing expenses. Monitor budget-to-actual reports for regulation and planning purposes.
- Maintain the software licenses for the Administrative Services division; including payment of invoices and tracking of renewals.
- Coordinate the Mill Levy Certification submission process with the applicable counties.
Office Management:
- Along with the Assistant Vice President's Staff Executive, coordinate all contract processing including reviewing and uploading of contracts into electronic approval system, obtaining signatures from internal and external entities, distribution of executed contracts, and filing and archiving.
- Coordinate the implementation of and updates to the College's electronic contract approval and signature processes.
- Perform and/or coordinate general office duties such as paperwork processing, mail, receptionist duties, electronic and hard copy filing.
- Provide administrative support for the Grants function. Support may include assisting in maintaining schedules of grant reporting due dates and assisting with report preparation and submission.
- Be the point of contact for contracted services for the VPAS office, including external grant writing as needed.
- Provide advice, guidance, and problem resolution on a routine basis to employees as it relates to Financial Services, using sound judgement, leadership skills, knowledge of College policies, procedures and precedents.
- Review Policies and Procedures and make recommendations by identifying trends and promoting process improvement.
- Facilitate the policy/procedure reformation process for applicable Administrative Services documents.
- Serve as the VPAS Office liaison with legal counsel; draft needed correspondence, schedule/attend meetings, and track requested legal work.
- Organization and documentation for the Faculty Consultation process.
- Process payment documents, including supplier invoice requests, requisitions, receipts, spend authorizations, expense reports, and expense transfers; adhering to College policies and procedures.
- Assist/advise on the review of payment-related documents for the VPAS, including official function requests, individual membership requests, international travel requests, and requisitions.
- Verify, update and submit audit and other required reports to external State and Federal agencies.
- Oversee the gathering and submission of Administrative Services items for the monthly Board of Trustees meetings.
- Provide day-to-day administrative assis ance to the Vice President of Administrative Services, including schedule management, document filing, correspondence follow-up, and report/presentation development.
- Prepare reports and presentations for the VPAS using advanced Microsoft Word, Excel, and PowerPoint.
- Organize and respond to Fiscal Impact inquiries from the Colorado Department of Higher Education.
- Process all College business and music licenses.
- Update and edit the Administrative Services web pages and resource documents on MyAims, as needed.
- Maintain the Google central time off and conference room calendars for Financial Services.
- Assist with the on-boarding of new employees to Administrative Services.
- Help plan, organize, and implement division and department-wide events, including retreats, strategic planning events, and Convocation/Conversation Day activities.
- Office-wide file system management (hard files and electronic systems) -- general VPAS files, including confidential personnel files.
- Determine the need and schedule/coordinate meetings and trainings.
Other Duties as Assigned
Minimum Qualifications:
- Associates Degree in related field; plus five (5)
years of related progressively responsible office management experience or an equivalent combination of education and/or work experience.
- Intermediate Microsoft Office (word/excel) experience.
- Customer service experience.
Required Documents:
- Cover Letter
- Resume
Preferred Qualifications:
- Bachelor's Degree in
Business, Business Administration, Business Management, Finance, Accounting, or other related fields.
- Experience with Higher Education.
- Experience with Workday Finance
All Applicants:
- Compare your previous work experience to the job duties listed on the job positing under job description. Enter the job duties you have performed under the "Work Experience" section on your job application. We evaluate your experience based on this information.
- Please make sure you state whether work experience (aka work history) is part time or full time employment by listing the average number of hours worked per week. This information is used to determine your new annual salary.
- Be sure to upload all the required documents listed at the above in "Additional Job Description" section. This can be uploaded as part of your application materials in the "My Experience" section. If there are missing documents, your incomplete application will not be considered. Per the Colorado Job Application Fairness Act, you may redact information that identifies age, date of birth, or dates of attendance at or graduation from an educational institution.
For information on our hiring practices, please visit our resource page: [https://www.aims.edu/departments/human-resources/hiring-process](https://www.aims.edu/departments/human-resources/hiring-process){rel="noopener noreferrer" target="_blank"}.
Aims Community College is an
equal opportunity employer. Selection will be based solely on merit and will be without discrimination based on age, ancestry, color, creed, disability, ethnicity, familial status, gender, gender identity, genetic information, marital status, national origin, sex, sexual orientation, race, religion, or veteran's status.
All application materials must be submitted by the closing date posted and become the property of Aims Community College. The screening committee will select finalists for interviews. The goal of
Aims Community College is to enhance the diversity present in the district we serve. To comply with the Immigration Reform and Control Act of 1986, if hired, you will be required to provide documents within three (3) business days of hire date to show your identity and your authorization to work. This law applies to all persons hired.
Screening/Selection:
To be considered, please provide a thorough and complete application.
Initial