Administrative Assistant III

JOB
GJK-001030 05/24; Dean of Business and Advanced Technology Division Pueblo Community College is one of the most dynamic and progressive community colleges in Colorado. We continually strive to provide modern facilities, state-of-the-art equipment, and comprehensive technical and transfer programs that prepare students to enter the job market or transfer to a four-year school. Our faculty and staff are committed to student success, offering quality classroom instruction and academic support.CCCS recognizes the importance of a workforce that is reflective of our diverse student community which consists of 22.1% Hispanic; 6.2% Black/African American; 3.7% Asian/Pacific Islander: 0.9% American Indian/Alaskan Native; and 60.5% White. As such, we are interested in selecting the best candidate from a diverse pool.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 'cccs.edu' and info@governmentjobs.com addresses. If you do not have an email address, then you will receive correspondence via US mail. NOTE: This full-time position will typically work at Pueblo Community College Campus Monday through Friday, 8:00 a.m. to 5:00 p.m. Willing and able to travel to other campuses for meetings and conferences. The Colorado Community College System (CCCS) and its colleges 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 colleges 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.

EXAMPLE OF DUTIES
JOB DUTIES: Your application must provide a detailed description of your relevant work experience in relation to the following duties: This position provides administrative support to the Dean, and all employees and students of the Business and Advanced Technology Division. Position manages the Dean’s office and equipment, and general office clerical work; provides travel arrangements; composes reports; and transcribes minutes and schedules meetings/appointments for the Dean, department chairs and faculty. Ensures contracts for all full-time and part-time faculty have been accurately entered, released and generated. Trains Administrative Assistant IIs and work-study students, monitors deadline dates for division, and ensures that effective office procedures and guidelines are followed. Specific office management and administrative support duties include: manages Dean’s calendar and coordinates schedules for community events. Creates agendas and minutes; develops, gathers, and distributes documents; reports technical data on program activities; and composes and edits memos, letters, and documents; makes travel arrangements; coordinates special events; screens phone calls and takes messages; and manages calendar and apprises Dean of current events, deadlines and activities to ensure deadlines are met. Monitors and maintains equipment and general office supplies to include copiers. Position establishes and maintains filing system for Dean’s office, including confidential personnel files, policy and committee notebooks, and ensures all forms are updated and accessible to faculty, staff and students. Manages and maintains logbook. Creates, modifies, and implements new office procedures as needed by changing policies and requirements. Serves as primary contact for the Gorsich Advanced Technology Center and the Division to assist all Division employees, students, the public and other campus employees. Position develops processing protocols for division to ensure all processing is timely and consistent. Inputs data in Ultimus which includes RTH’s, official functions, budget/expenses transfers and purchase orders. Inputs data in Banner which includes faculty/instructor contracts, registering students, looking up classes, pulling class lists, unofficial transcripts, and checking availability of classrooms.Position serves as lead contact/resource for the Business & Advanced Technology division in disseminating information to departments, orders supplies for the Dean and departments as needed. Orders, distributes, collects and tracks student evaluations. Develops and designs communications to promote professional image and clear communications. Assists with design and development of marketing materials and website content. Monitors and reconciles Division budgets. Receives and verifies accuracy of expenditure requests, checking availability of funds before submitting to Dean. Builds or uses templates for budget tracking. Verifies monthly charges to accounts and researches any discrepancies. Creates and maintains spreadsheet for departmental scholarships. Works with chairs, students and Financial Aid Office to resolve questions about scholarships. Position prepares faculty workload/overload reports for administration and enters faculty and instructor contracts into Banner and FLAC. Position supervises/leads student work studies. Assigns work, approves time sheets, and oversees office procedures and implements changes when warranted. Positions works closely with Administrative Assistant personnel within the Division to accomplish Divisional goals and objectives. Provides support to department chairs, faculty and staff by providing training on College procedures, forms, office procedures, office machines, Banner registration system, FLAC system, Outlook calendars, and schedules meeting rooms. Coordinates and establishes timelines on information due from Division and College. Position utilizes the Banner Student Information System, and Microsoft Office, Word, Excel and Outlook to complete their work.

SUPPLEMENTAL INFORMATION
This posting may be used to fill one or more similar positions in the future. 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.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. For information regarding Pueblo Community College Security, including crime statistics for the Pueblo, Fremont, and Southwest Colorado Community College East and West campuses and surrounding areas, please see the Pueblo Community College Campus Security website at: http://www.pueblocc.edu/StudentServices/Security/Security.htm . For a hard copy report please contact 719-549-3144. Equal Opportunity Employer: The Colorado Community College System does not discriminate on the basis of sex, gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, marital status, genetic information, gender identify, or sexual orientation in its activities, programs, or employment practices as required by Title VI, Title VII, 1964 Civil Rights Act; Title IX, Education Amendments of 1972; Age Discrimination in Employment Act of 1967; Section 504 of the Rehabilitation Act of 1973; Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) of 1974, Pregnancy Discrimination Act of 1978; Genetic Information Nondiscrimination Act of 2008; and the Americans with Disabilities Act (ADA) of 1990. Americans with Disabilities Act (ADA) Accommodations: As part of our commitment to provide access to individualized support, our agency will assist individuals who have a disability with 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 require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Dana Moss, at dana.moss@pueblocc.edu, or call 719-549-3220. 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 Dana Moss, at dana.moss@pueblocc.edu, or call 719-549-3220.Address Confidentiality Program: If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS) 24-21-201through 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.The Federal Clery Act (The Student Right to Know and Campus Security Act of 1990) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the CCA website athttp://www.ccaurora.edu/students/student-right-know. A paper copy of this report can be obtained at the College Security Office upon request. This report includes statistics for the previous three years concerning crimes that occurred on campus or on property controlled or owned by Community College of Aurora, as well as public property within, or immediately adjacent to and accessible from, our campuses