Staff Associate, Automotive

$44,187.00 $46,397.00

• 5 (five) years of additional applicable work experience and/or degrees higher than minimum qualification degree. Degrees higher than the minimum qualification degree can be used in combination with additional work experience.
• A combination of related education, on-the-job work experience, certifications and/or licenses that results in a candidate successfully meeting the minimum qualifications of the position, may be considered.

Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values, BaJEDI (belonging, justice, equity, diversity, inclusion), and Innovation. The College embraces and seeks to hire individuals who want to be a part of this environment and has the skillsets necessary to be successful in this position.

The front desk Staff Associate serves as the first point of contact for students, staff, and visitors. They provide essential administrative support to the academic leadership team and faculty including Program Chairs, Staff Executive and Academic Dean. The work involves office/clerical support and customer service, supplies/equipment ordering and inventories for several academic departments/programs within the Automotive department. This position assists with course schedule preparation, part-time faculty payroll preparation and submission into Workday. This position acts as a parts intake and returns, cashier for repair orders and assorted accounting functions. Assisting with recruitment may involve attending recruiting events as required and giving tours on a walk-in basis.

This role requires strong communication, organizational, and customer service skills, as well as the ability to handle multiple tasks efficiently in a fast-paced environment. The Staff Associate often plays a key role in creating a welcoming atmosphere and ensuring smooth day-to-day operations at the college.

• Serve as first point of contact for several academic departments.
• Provide front desk reception duties, administrative support and exemplary customer service: greet people, answer phones, open/read/distribute emails from auto@aims.edu email box, assist students and faculty, complete paperwork, obtain approvals, route correspondence, and maintain file systems with a high level of accuracy and attention to detail.
• Acts as parts intake and returns for auto deliveries.
• Give tours of facility on a walk-in basis.
• Schedule room usage.
• Monitor lobby, entry areas and front desk to ensure they are tidy and uncluttered.
• Assist faculty with onboarding i.e. department processes, use of technology including copy machines, printers, telephone, classroom and other technology.
• Troubleshoot office and classroom technology and submit Help Desk tickets as needed.
• Assist faculty and staff with meetings and events including correspondence, room reservations, room setup requests, agenda and minute preparation, arranging catering, maintaining committee contact information, scheduling room and media needs, preparing handouts, etc.; provide occasional in person support at off-campus department sponsored events as needed.
• Coordinate information between individuals, departments and/or outside agencies as directed; assist with problem resolution as required.
• Input and track data with word processing, spreadsheets, and/or other software systems.
• Collect and file syllabi each semester for department files.
• Compile and complete reports to track enrollment, FTE, course schedule, part-time faculty load, etc. as required.
• Interpret college policies and procedures.
• Support Division by completing a wide variety of tasks and keeping the highest level of confidentiality with sensitive information.
• Keep office and classroom supply inventories in stock and readily available, collect documentation for appropriate signature approval and routing, instructional typing and copying, and a variety of other miscellaneous tasks.
• Contribute as a team member and foster a cooperative work environment.

• In collaboration with Department Chair and Program Coordinator: gather, compile, review, and edit class schedule information for several automotive programs.
• Schedule classrooms to meet course and instructor requirements (i.e. media and equipment needs, etc.)
• Calculate and monitor class times to ensure all courses are appropriately scheduled within the block template and are scheduled to meet the required amount of contact hours for compliance.
• Proof schedule information for accuracy and completeness for final schedule deadlines.
• Keep course outline notebook updated, and complete paperwork for new courses, changes to courses, and deletion of courses.
• Prepare Course Information and Maintenance Forms for submission to Curriculum Committee for new courses, changes to courses, and deletion of courses as well as catalog updates.
• Assist department chair with course catalog review and edits.

• Maintain operational and instructional supply inventories for office and classrooms, including software and other department specific equipment.
• Use, maintain, and reconcile departments’ procurement cards.
• Initiate, process, and track requisitions, purchase orders, expense reports, supplier invoices, and procurement card purchases for several automotive programs and Division office.
• Assist Staff Executive in tracking and monitoring budgets for several academic areas.

• Attend recruiting events, as directed.
• Make appointments for advising/recruiting activities including tours for single students, parents and groups of students. Maintain contact information and follow up with potential students.
• Circulate job openings to students via hard copies and electronically.
• Prepare for and attend Aims Car Show and special events.
• Distribute fliers and advertising via hard copies and electronically.
• Organize and distribute various handouts to participants of events.
• Organize door prizes for various events.
• Work the registration table of events.
• Contact outside vendors in preparation for events.
• Support the Director in various capacities prior to and during events.

• Assist with special projects or additional assignments as directed.

• Associate's Degree in related field; plus,
• Three (3) years related work experience or an equivalent combination of education and/or work experience.
• Proficient in use of Microsoft Office (Word, Excel).
• Experience with creating and maintaining files.
• Ability to maintain confidentiality.
• Exceptional verbal and written communication skills.
• Self-motivated and ability to effectively and efficiently prioritize multiple tasks and maintain tight deadlines.
• Ability to think critically and perform job duties effectively without close supervision.
• Ability to work as a team player with a genuine spirit of cooperation and flexibility.
• The selected candidate for this position will have the following skills: well organized, a strong work ethic, a positive attitude, detail-oriented, self-starter, quick-learner, problem solver, adaptable, and be able to work in an environment with interruptions occur frequently.

• Cover Letter
• Resume

• Accounting background with invoicing, accounts receivables, accounts payables, budgeting, tracking, and inventory management or reconciliation experience.
• Reception and customer service experience.
• Experience with Workday or other integrated database and reporting systems.
• Previous automotive business experience.
• Ability to work with interruptions.

• 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.