Administrative Assistant III - Academic & Student Affairs
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Administrative Assistant III - Academic & Student Affairs
Salary
$4,154.00 - $4,985.00 Monthly
Location
Arapahoe County, CO
Job Type
Full Time
Job Number
GJA-002571 03/25
Department
Colorado Community College System
Opening Date
04/07/2025
Closing Date
4/15/2025 4:00 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
Colorado Community College System, 9101 E. Lowry Blvd., Denver, CO 80230
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Patricia Muniz, patricia.muniz@cccs.edu, (303) 595-1630
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
Hiring Pay Rate
The salary range listed represents a broad salary range for this position. It is anticipated that this position will begin at $4,154.00 per month, depending upon internal equity, experience, education, and training.
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
GJA-002571 03/25; Academic and Student Affairs
The Colorado Community College System (CCCS) is the statewide pathway to individual achievement and economic vitality. We provide an accessible, responsive learning environment that facilitates the achievement of educational, professional and personal goals by our students and other members of our communities, and we foster an atmosphere that embraces academic excellence, diversity and innovation. You will admire the friendly culture of our system office and be inspired by our team environment and dedicated employees. Additionally, we offer:
Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.
Attractive health, dental, vision, life, and flexible savings options; we will also help you build your retirement savings via our defined benefit or defined contribution plans.
An opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition reimbursement program.
Note:The standard work schedule for this position will be Monday - Friday 8:00 a.m. to 5:00 p.m. Flexibility may be required to meet the needs of the department. Alternative Work Arrangements, hybrid-remote work may be available. All work must be completed in the state of Colorado. Candidate must be willing to travel to our colleges throughout the state. An essential function of this position requires the individual to exert up to 10 lbs. of force occasionally and the ability to walk and stand frequently during events.
EMAIL ADDRESS: All correspondence regarding your status in the selection/examination process will be conducted via e-mail. Please include your current e-mail address on your application and set up your e-mail to accept messages from info@governmentjobs.com and 'cccs.edu' addresses. If you do not have an email address, then you will receive correspondence via US mail.
Description of Job
Position will support the entire Academic and Student Affairs (ASA) Division and will provide administrative support, events planning and project coordination. Duties include but not limited to the following:
Prepares documents for unit usage, including creating, word processing, copying, reviewing, editing, and designing documents
Coordinates the ordering, the receiving, and the organization of supplies
Manages and processes forms, including but not limited to timesheets, official functions, accounting/purchasing forms, contracted services, and performance management documents
Coordinates with finance and human resources on behalf of the unit, including tracking and communicating internal policy changes, supporting data submissions, and providing technical assistance to the unit
Maintains up-to-date files on the network
Answers general emails and phone calls for the unit
Provides additional administrative support for the Associate Vice Chancellors, including making travel arrangements, and managing paperwork (e.g., travel reimbursements)
Assists other team members with travel arrangements and reimbursements, as needed
Schedules meetings (e.g., find room locations) for team members with internal and/or external participants
Provides support for website and web resource updates, uploads, and modifications
Collaborates with the Administrative Support Team on status updates, meeting deadlines, and making sure to address general office needs
Provides technical support for Office 365 programs and apps i.e., OneDrive, SharePoint, Forms, Lists, Teams, Sway, etc.
Provides expertise on navigating a variety of processes across the system office departments and system colleges.
Demonstrates flexibility to frequently changing work demands
Organizes and manages project timelines and tracks progress for accountability reporting
Coordinates and assists with the accountability communications, including guidance, FAQs, presentations, and updates to the projects
Demonstrates a willingness to learn new skills as projects demand
Demonstrates the ability to work independently on a high volume of work requests while managing time and prioritizing requests appropriately
Provides onsite supports on the day of the event, as needed
Assembles, prepares and distributes agendas, minutes and supplemental materials
Secures and coordinates all meeting materials and online resources and takes notes at events/meetings as needed and maintains official records of decisions
Determining meeting and event needs for venue selection and meeting preparation (e.g., materials)
Maintain an annual tracking sheet of expenditures during the fiscal year and compares the running log of expenditures with the accounting system in Banner
Reviews all submitted invoices on the contract against the statement of work for accuracy and follows up with vendors who have not submitted all invoices before the end of the fiscal year
Determines final payment and communicates to the accounting and purchasing units
Remains attentive to the accounting system in Banner to ensure payments are processed in a timely manner
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Residency Requirement:
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description:
G3A4XXADMINISTRATIVE ASSISTANT III (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)
MINIMUM QUALIFICATIONS:
Experience Only:Thirty-six months (36) of clerical experience as listed above. Position must have strong problem solving, interpersonal, communication, critical thinking and organizational skills to handle multiple tasks simultaneously while meeting targeted deadlines. Computer literacy and attention to detail (ability to check for typographical, grammatical and spelling errors, etc.) is a must. Effective verbal and written communication skills are necessary for success in this position. Willingness to learn new skills as projects demand. Commitment to creating an inclusive learning & work environment and demonstrated ability to work effectively with students, families, faculty and staff of diverse backgrounds. Part time experience will be prorated.
Education and Experience: College, university, or non-correspondence business school course work from an accredited institution will substitute for the clerical experience as listed above on a year for year basis. A copy of your transcript verifying the required credits must be received by application deadline in order to be considered.
Conditions of Employment: Candidate must be willing to travel to our colleges throughout the state. Must submit to and successfully complete a pre-employment background check as a condition of hire. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide CCCS Office of Human Resources with an official disposition of the charges.
Preferred Qualifications: Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following: Experience involving a wide range of clerical responsibilities. Working knowledge of Banner or similar system. Knowledge in extracting information from various reports. Prior work experience at a community college or other academic environment.
Appeal Rights:
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 .
Supplemental Information
This posting may be used to fill one or more similar positions in the future.
Important Note To Applicants: Former employees of the Colorado Community College System or one of its 13 colleges, who were disciplinary terminated or resigned in lieu of termination, must disclose this information on your completed application.
CCCS recognizes the importance of a workforce that is reflective of our diverse student community. As such, we are interested in selecting the best candidate from a diverse applicant pool.
Comparative Analysis Process: Your employment application will be used to rate your training and experience and to determine your rank among the candidates for this position. Other forms of testing may include eSkill, oral board, written, etc. subject to change based on number of qualified applicants. It is, therefore, very important to fill out the application completely and to give a detailed description of your education and work experience. Your application and attachments should address the described duties, minimum, and preferred qualifications. Be sure your application specifically addresses the requirements as listed in the Minimum Requirements section and that all required documents are included in the application packet (e.g. application, transcripts, licensure, supplemental questionnaire, etc.). Failure to include the required information by the application deadline will result in your rejection from consideration of the position.
Equal Opportunity Employer: The Colorado Community College System believes when all human qualities are regarded with dignity and respect and when everyone has access to the individualized support they need, all will have the opportunity to thrive. In all aspects of the employment process, decisions are made based on merit, competence, performance and business need without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, creed, ancestry, national origin, marital status, genetic information, military status, or any other protected status in accordance with applicable law.
Americans with Disabilities Act (ADA) Accommodations: Colorado Community College System is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Laura DuClos, laura.duclos@cccs.edu, 720-858-2449.
Pregnant Worker's Fairness Act: The Pregnant Worker's Fairness Act allows applicants to request a reasonable accommodation for known limitations related to pregnancy, childbirth, or related medical conditions. If you require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Laura DuClos, laura.duclos@cccs.edu , 720-858-2449.
Address Confidentiality Program:If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS) 24-21-201 through 24-21-214, please notify the Human Resources office or analyst listed on this announcement so that you are provided the appropriate time extension for notifications provided by U.S. Mail. The extension allowed under this program applies only to U.S. Mail notifications that include a deadline of 10 days or less.
For information regarding Colorado Community College System Security, including crime statistics for the Lowry campus and surrounding area, please see the Lowry Campus Security website at: http://www.cccs.edu/Security/crimestats.html. For a hard copy report please contact 303-595-1638.
FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:
Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
Are you a current resident of the State of Colorado who can provide proof of Colorado residency?
Yes
No
02
Are you willing to submit to a pre-employment background check as a condition of hire?
Yes
No
03
Are you willing and able to work flexible hours, including some evening hours as needed to meet the needs of the department?
Yes
No
04
Please explain your administrative assistant experience as it relates to this position.
05
Describe your experience with Banner, Microsoft Office and other software applications.
06
Explain your experience maintaining a department budget.
Required Question
Employer
State of Colorado
Address
See the full announcement by clicking
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Website
https://careers.colorado.gov/
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