Administrative Assistant III

Department Information

GJJ-000362 06/24; Enrollment Services, Records

Pikes Peak State College is located at the foot of Pikes Peak in Colorado Springs, Colorado. PPSC offers broad programs in transfer, occupational, and preparatory subjects emphasizing student and community needs.

Colorado Springs is a great city to both work and live. This position is located at the Pikes Peak State Centennial Campus.

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 Monday through Friday, 8:00 a.m. to 5:00 p.m. with alternative work arrangements, including flexible schedules may be available. Staff member will be required to come in person to the Centennial Campus 2-3 times per month and upon request as needed

The Colorado Community College System (CCCS) and it's 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

JOB RESPONSIBILITIES: Your application must provide a detailed description of your relevant work experience in relation to the following duties:

This position evaluates academic records and coursework for college program completion for each graduation applicant for Bachelor of Applied Science Degrees, Associate of Applied Science Degrees, and Certificates of Achievement. Analyzes matriculation data, courses completed, unit completed and specific program and emphasis requirements to determine the applicability of all coursework completed,decides in each case whether all program requirements have been completed, and determines whether student can be cleared for graduation. Determines additional requirements to be met if program is not complete.

Evaluates final grades and additional coursework and makes final program completion decision. Tracks and images all documentation into BDM. Corresponds to students regarding their application for graduation.

Processes Academic Modification Forms. Reviews forms that are submitted by faculty and determines whether they can be approved. Enters notes about modifications into BDM.

Processes modification changes in Degreeworks and applies it to students' graduation audits. Images all into BDM.

Position evaluates transcripts from international institutions using national and regional resources to make transfer credit award decisions regarding the applicability to the student's academic record. Applies established policies, procedures, and criteria to determine eligibility for former coursework for transfer to PPSC semester units.

Processes all deceased student notifications, and makes notations in Banner and collaborates with Financial Aid and Dean of Students Offices. Reprints diplomas when requested by students. Tracks and images all documentation into BDM.

In addition, this position hires, and releases work study staff as needed. Keeps accurate recordings of time worked and money available for each student staff hired.

Ensures that timesheets are submitted by all deadlines. Provides backup for the second graduation evaluator position in Records. Provides backup support for Enrollment Services Front Counter, Call Center, and Admissions.

Provides assistance when requested for other Enrollment Services offices especially during our peak registration time frame. Greets students who enter the Enrollment Services Office. Determines student's needs and looks up appropriate information in Banner. Performs other duties as assigned to assist various departments within the division.

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

MINIMUM QUALIFICATIONS:

Three years of higher level clerical experience performed as the primary function of the job in order to be considered for this position your clerical experience, customer service and proficiency utilizing Microsoft Office applications must be documented on your application. Daily interaction with students, faculty and staff require that this position have strong interpersonal, communication and organizational skills. Candidate must have experience providing excellent customer service and interfacing with a variety of people from many levels within the organization and community. Effective verbal and written communication skills are necessary for success in this position. Computer literacy is a must. 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 pro-rated)

Education:

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. (30 semester hours equals one year) However, there is no substitution for the Microsoft Office experience. You must submit a copy of your unofficial transcripts with your application by the closing date in order to be considered. Redact your personal identifying information on your transcript.

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:

Pikes Peak 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 Pikes Peak Community College.

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 experience: Demonstrated high level customer service experience (in-person, email and telephone) in a higher education environment.

Knowledge and experience using Banner, DegreeWorks; Microsoft Suite and data input (numerical ability). Excellent customer service and interpersonal skills. Demonstrated excellence in written (spelling and grammar) and verbal communication. Demonstrated excellence in administrative skills to include organization, time management and attention to detail.

Ability to understand, interpret and follow policies, procedures and regulations. Demonstrated experience in problem-solving. Experience in supporting leadership and leadership initiatives. Previous lead/supervision work.

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 Pikes Peak State College, Office of Human Resources with an official disposition of the charges.

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, atspb.colorado.gov/board-rules.

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 Pikes Peak State College Security, including crime statistics for the Centennial, Downtown Studio, and Rampart Range campuses and surrounding area, please see the PPSC Department of Public Safety's website at: https://www.pikespeak.edu/administration-operations/campus-police/index.php.. For a hard copy report please contact Human Resource Services at 719.502.2600.

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 Vice President of Human Resource Services, Kim Hennessy, at Kim.Hennessy@PikesPeak.edu or call (719) 502-2006.

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 the Vice President of Human Resource Services, Kim Hennessy, at Kim.Hennessy@PikesPeak.edu or call (719) 502-2006.

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