Administrative Assistant Iii. Jobs

Department Information

GJK-000008 06-23; Vice President's Office Academic Support Services

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 [email protected] 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 Monday through Friday, 8:00 a.m. to 5:00 p.m., with varying hours, days off, weekend work, and may include evening hours, depending on the business needs of the college.

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.

Additionally, We Offer

You will admire the friendly culture of our colleges and be inspired by our team environment and dedicated employees.

• 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.
• Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.

Description of Job

JOB DUTIES: Your application must provide a detailed description of your relevant work experience in relation to the following duties: This full-time position is located in the Vice President's Office at Pueblo Community College campus in Pueblo.

Specific Duties Include

• Manages VPAS’ budget, expenditures, purchases, travel arrangements, and provides monthly budget reports. Manages travel card and reconciliations each month as needed. Provides monthly budget statements to the VPAS.
• Develops and implements a records management system and maintains records in hard copy and electronic formats as appropriate. Ensures records meet archive, accreditation and college standards. Has knowledge and experience with the Ultimus process, Microsoft Suite (excel, word, powerpoint) and copier/ scanner as well as experience with a filing process to ensure accuracy and efficiency and lastly experience with Sharepoint, OneDrive and organizing folders on the colleges private drives
• Position has decision-making authority pertaining to the VPAS’s schedule of meetings and appointments and time management. Position will also prepare the information necessary for the Vice President to be fully prepared for meetings, to include conducting research and preparing presentation materials. This position will also track the schedules of the Academic Deans so that the Vice President is informed of schedules and meetings.
• Coordinates VPAS calendars, meetings, and follows state guidelines for creating travel arrangements. Assists with creating official function paperwork, assists with organizing official functions, and assists with expense reports and reimbursements.
• The position exists to provide office and administrative support to the academic support services team, and students. Manages the office environment, develops and implements division procedures and protocols, as well as submits modifications to PCC protocols when needed, manages division office communications and ensures all departments have the supplies and resources needed to be successful.

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

MINIMUM QUALIFICATIONS: Do not use "SEE RESUME" statements on application; your application must be completed in detail and clearly document your relevant work experience. Three years of general clerical experience utilizing MS Office Word, Excel, and Outlook. This experience must have included working in a confidential environment and processing confidential paperwork. Your application must be completed in detail documenting your clerical experience which included a working knowledge of computer software applications as listed above and confidentiality experience. Candidate must have experience providing customer service and interfacing with a variety of people from many levels within an organization and community. Application must clearly detail the extent of these qualifications. (Part-time experience will be pro-rated).

NECESSARY SPECIAL REQUIREMENTS: This position maybe required to travel to other Pueblo Community College campuses and to the System Office for training, meetings, etc. Position is required to possess and maintain a Driver’s License.

SUBSTITUTION: College, university or non-correspondence business school course work from an accredited institution may substitute for the general clerical experience on a year-for-year basis, but neither for the Microsoft Office applications experience nor the confidentiality experience can be substituted. YOU MUST SUBMIT A COPY OF YOUR UNOFFICIAL COLLEGE TRANSCRIPTS OR CERTIFICATION TO RECEIVE CREDIT FOR THIS SUBSTITUTION BY THE CLOSING DATE IF YOU ARE APPLYING USING THIS SUBSTITUTION.

Applicants who wish to qualify based on education completed outside the United States must be deemed equivalent to higher education programs of U.S. institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application materials.

NOTE: Pueblo Community College does not recognize academic degrees from schools that are not accredited by an accrediting institution recognized by the United States Department of Education. Any applicant falsely claiming an academic degree from an accredited school will be subject to actions ranging from disqualification from employment consideration to removal from employment at the Pueblo Community College.

CONDITIONS OF EMPLOYMENT: 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 Pueblo Community College, Office of Human Resources with an official disposition of the charges.

Appeal Rights

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or 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 under Rules.