Administrative Assistant Jobs in Colorado

Department Information

The School of Humanities & Social Sciences (SHSS) provides undergraduate courses in general education, baccalaureate programs and two graduate programs for students enrolled at Adams State University. There are 25 faculty, the writing studio director, and the SHSS provides 11 distinct programs for undergraduate and graduate students. The administrative III position described here provides support for the faculty, students and staff of the SHSS.

Description of Job

The position supports the school director, department chairs, faculty, students, and public in activities associated with the delivery of its undergraduate and graduate programs. The position assists faculty and students in Workday, builds schedules and coordinates room assignments for the SHSS, assists directors and chairs in financial issues, budgeting, budget tracking, purchasing, faculty searches and travel.

Specific Job Responsibilities:

• Clerical administrative support
  Perform necessary clerical functions to support the SHSS; answer phones, schedule appointments/meetings; direct inquiries to appropriate faculty or campus offices; make copies; complete appropriate paperwork associated with purchase and travel requisitions, instructor, room and/or course changes, prepare contract recommendations and submit to appropriate offices for approval. Serve as building steward. Additionally, collect and organize course syllabi each semester.
  Works with faculty to collect and organize course syllabi each semester, and assists with preparation and submission of the forms associated with curriculum revisions to the Curriculum Review Committee (CRC).

• Administrative support of financial accounting & budgets
  Develop and maintain appropriate Workday records associated with several school budgets (including clubs, grants, department operating and revenue share accounts within the SHSS). This includes maintaining all procurement card records. Assists faculty and students with proper procedures and fiscal rules for club and school events.

• Course Scheduling for all face-to-face programs
  Work with department chairs and director to develop, organize, edit and proofread course schedules and enter the data into Workday on a timely basis. In addition to campus classes, maintain and manage records for Adams State Online courses that includes assisting with new course development, collecting HR documentation, issuing faculty payment orders, tracking enrollment rosters, enter PAPs and make adjustments for prorated enrollments, and verifying receipt of incentive pay to specified budget accounts.

• Support Departmental Faculty and staff searches

• Resource and Information sharing
  Serve as a resource/information center for the SHSS. Continuously obtain and update information to enforce current policies and regulations. Keep abreast of activities within departments and the university for dispersal to students, faculty, administration and the public; direct personnel, equipment and supply deliveries. Act as a resource center of the departments and the university by providing information, answering questions, directing inquiries, locating personnel and equipment, relaying messages, and scheduling meetings and events.

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:

G3A4XX ADMINISTRATIVE ASSISTANT III

Minimum Qualifications:

Three (3) years of relevant experience in an occupation related to the work assigned to this position

OR

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years

PREFERRED QUALIFICATION:

The preferred candidate will have experience with as many of the following as possible:

• Excellent customer service skills.
• Excellent oral and written communication skills.
• Experience answering multi-line phones and managing voice mail.
• Experience using ERP Systems.
• Proficiency with technology, including Microsoft, Excel and Google solutions.
• Ability to be flexible with schedules and work environment.
• Ability to prioritize and complete tasks.
• Excellent problem solving skills.

REQUIRED COMPETENCIES:

- Strong attention to detail
- Strong organizational skills
- Ability to work independently
- Ability to multitask and meet deadlines
- Strong interpersonal skills
- Highly efficient with MS Office suite, Google Suite, and other database applications

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

All correspondence regarding your status in the selection/examination process will be communicated through email.

All state classified employees must be hired and promoted through a comparative analysis process. After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase.

This announcement may be used to fill multiple vacancies.

Adams State University is committed to providing a safe and secure environment for its students, faculty, staff and visitors, and to protecting its funds, property and other assets. Well-informed hiring decisions contribute to this effort. Therefore, Adams State University has adopted a policy on background screening for its prospective, continuing, and returning employees as well as students in certain circumstances. Offers of employment will be contingent upon the completion of an acceptable background check. The information received in response to a background check will be treated as confidential to the extent provided for by law.

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.

Adams State University 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, Tracy Rogers, at tracy_rogers@adams.edu or call (719)587-7990.

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