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Administrative Assistant III - Concurrent Enrollment

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Administrative Assistant III - Concurrent Enrollment

Salary

$4,154.00 Monthly

Location

Pueblo, CO

Job Type

Full Time

Job Number

GJK-001093 05/25

Department

Pueblo Community College

Opening Date

05/19/2025

Closing Date

5/26/2025 5:00 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

900 W Orman Ave, Pueblo, CO 81004, USA

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

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.

Department Contact Information

Human Resources Michael Trujillo [email protected]

+ Description

+ Benefits

+ Questions

Department Information

GJK-001093 05/25; Concurrent Enrollment & Recruitment

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 work a t Pueblo Community College - Monday through Friday, 8:00 p.m. to 5:00 p.m. with varying hours and days off, which 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.

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.

Description of Job

The Concurrent Enrollment Program Coordinator provides essential administrative, technical, and operational support to the Office of Concurrent Enrollment at Pueblo Community College. This position supports the daily operations and long-term objectives of the program through general office management, selective admissions, calendar coordination, communication, budget and grant tracking, and concurrent enrollment form processing. The Coordinator acts as a central contact for the department and serves as a representative of the Director of Concurrent Enrollment during their absence, making decisions in alignment with departmental goals and policies.

Duties and Responsibilities

The Coordinator serves as the main contact point for the Concurrent Enrollment Office, answering department and early College phone lines, managing email communications, and facilitating timely responses to internal and external inquiries. The position maintains and manages the Director’s calendar as well as the department calendar, ensuring meetings and deadlines are efficiently coordinated. The Coordinator tracks critical departmental deadlines, alerts the Director as necessary, and ensures workgroups remain on schedule. In the absence of the Director, the Coordinator is empowered to make operational decisions based on departmental objectives and prior guidance.

In supporting concurrent enrollment operations, the Coordinator processes incoming forms from all PCC locations, uses judgment to determine if submissions are complete, and facilitates student registration by applying overrides and resolving issues related to holds. Student enrollment data is downloaded and reviewed using COGNOS, while Banner is used to manage student information. The Coordinator consults MOUs between high schools or districts and PCC to determine correct contract billing codes for students, creates and distributes billing spreadsheets, and coordinates with the Cashier’s Office to establish billing timelines. The Coordinator responds to inquiries from students, families, and districts regarding billing and contract questions, and uses discretion in providing access or resolving issues.

This position manages the selective admissions process for all concurrent enrollment applicants. It includes daily monitoring of Banner reports for newly enrolled students, assigning HSC or HSA codes as applicable, and maintaining consistent tracking of applicant statuses. The Coordinator builds, maintains, and updates key electronic documents including the Memoranda of Understanding and the Student Financial Responsibility Agreement. These documents are developed in accordance with CCCS and State of Colorado standards to ensure ongoing compliance. The Coordinator also maintains and regularly updates contact information for all district partners.

In terms of budgeting and purchasing, the Coordinator serves as the sole P-card holder with unrestricted authority for department-related transactions. They are responsible for forecasting the department’s budget needs using historical spending data, preparing relevant documentation, and recommending adjustments to ensure budgetary compliance. The position handles all purchasing, travel, and grant compliance responsibilities and negotiates contracts with vendors, caterers, and external service providers as needed.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is open to current and non-current residents of the State of Colorado at the time of submitting your application. However, if you are selected and accept the position, you will be required to establish residence in the State of Colorado.

Class Code & Classification Description:

G3A4XXADMINISTRATIVE ASSISTANT III (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)

MINIMUM QUALIFICATIONS:

Experience Only:

Three years (36) of clerical experience as the primary function of the job which must include expertise with Microsoft Excel software. Successful candidate must have extensive computer knowledge and knowledge of correct English usage, spelling, and punctuation. In order to be considered for this position, your relevant experience must be documented on your application. Daily interaction with internal and external customers requires this position to possess excellent customer service skills. Must have experience and ability to work in a fast paced customer service environment, and ability to handle multiple tasks simultaneously while meeting targeted deadlines. Do not use "SEE RESUME" statements on application; your application must be completed in detail and clearly document your relevant work experience.(Part time experience will be prorated).

OR

Education and Experience:

College, university or non-correspondence business school course work from an accredited institution in Business or similar field may substitute for the clerical experience on a year for year basis. You must submit a copy of your transcripts with your application in order to be considered. Please redact age-related information on your transcript.

Preferred Requirements: Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following: Work experience in higher education or a high school setting. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. High level of attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). Excellent communication skills in person and on the telephone. Excellent written communication skills. Good organizational skills. Experience with problem solving processes. Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. Ability to deal with a diverse population with discretion and tact.

Necessary Special Requirements:Must submit to and successfully complete a pre employment background check which will include a motor vehicle report (MVR) 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 PCC Office of Human Resources with an official disposition of the charges. Must have the ability to handle lengthy phone calls while relaying a professional attitude under all working circumstances.

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 [email protected] 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, atspb.colorado.gov/board-rules.

Supplemental Information

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 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: 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 [email protected], 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 [email protected] , or call 719-549-3220.

Address Confidentiality Program : If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS) 24-21-201 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.

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.

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 classifications 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 to include a motor vehicle report (MVR) as a condition of hire?

+ Yes

+ No

03

Do you have a current, valid Colorado driver's license as required for the position?

+ Yes

+ No

04

Please describe your administrative experience as it relates to this position and at what jobs you performed these duties.

05

Please describe your customer service experience in a professional environment. What has been your responsibility with regards to customer service?

06

Describe your experience with Banner, Microsoft Office Applications, and other software applications.

07

Explain your experience maintaining a department budget.

Required Question

Employer

State of Colorado

Address

See the full announcement by clicking

the "Printer" icon located above the job title

Location varies by announcement, Colorado, --

Website

https://careers.colorado.gov/

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