Administrative Assistant I PT

State of Colorado; Alamosa (CO); On-site; USD 30,000 - 40,000; Part time

Job summary

Adams State University is seeking a Part-time Administrative Assistant I to support the Undergraduate Admissions Office. You will assist with admissions file processing, data entry in Workday, and general office tasks to keep the office running smoothly.

Responsibilities include answering phones, responding to emails, coordinating travel and events, and maintaining accurate records. A minimum of one year related experience is preferred, with strong communication and teamwork skills.

Qualifications

• One year of relevant experience or a combination of education and related experience equivalent to one year
• Experience with data entry and Office software is preferred
• Excellent communication and organizational skills

Responsibilities

• Process incoming admissions applications and create new student files
• Enter data in Workday and validate information
• Answer phones and respond to emails; assist with outbound calls
• Coordinate travel, room reservations for campus events, and manage office supplies

Skills

Customer service

Verbal communication

Written communication

Multi-line phone handling

Databases

Spreadsheets

Microsoft Office

Excel

Google Sheets

Task prioritization

Attention to detail

Teamwork

Job description

The Undergraduate Admissions Office is responsible for processing undergraduate admissions files, hosting group and individual tours and campus events, supporting incoming calls and student inquiries, receiving and welcoming members of the community at the Welcome center desk and participating in offsite college fairs, high school visits and other recruitment events.

This is a permanent, part-time .50 FTE (20hrs/wk) benefits eligible position.

This position exists to support the administrative functions of the Undergraduate Admissions Office which consists of the Director of Admissions, Associate Director of Admissions, Assistant Director of Communications, Administrative Assistant III (Admissions File Processor), 5-6 Admissions Counselors (located both onsite and offsite), an Articulation Coordinator, and a team of 6-12 Student Ambassadors.

Job Duties Include:

Admissions File Processing:

• Support with incoming admissions applications
• File processing and creating new student files
• creating applications in Workday for Direct Admissions
• Updating Common Applications,
• Preparing and mailing admissions packets to newly admitted students

Data entry, validating and testing (Workday, other systems)

• Support the Director of Admissions, Associate Director of Admissions and the Assistant Director of Communications with data entry, data validation and data testing in the RAD (Recruiting and Admissions) area of Workday and any other future CRM software implementations.
• These data focused duties also often involve exporting data to Excel and or Google sheets for organizing and summarizing data.

General office clerical duties

• Answering phones
• Responding to emails
• Assisting with outbound dialing campaigns
• Coordinating food and room reservations for on campus events
• Assuring outside memberships and associations are paid for and contracts are up to date
• Liaising with finance on any required travel and expense invoices from team members
• Assisting with outbound mailings
• Assuring all office supplies and swag room inventory is purchased and stocked

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:

G3A2TX Administrative Assistant I

Minimum Qualifications:

Experience Only: One (1) year of relevant experience in an occupation related to the work assigned to this position

Or

Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to one (1) year

Preferred Competencies include:

• Excellent customer service skills.
• Excellent verbal and written communication skills.
• Experience answering multi-line phones and managing voice mail.
• Experience using databases and spreadsheets.
• Proficiency with technology, including Microsoft, Excel and Google solutions.
• Ability to prioritize and complete tasks.
• Strong attention to detail and accuracy in maintaining records
• Must be able to work in a team environment.

Note: Although this position is non-exempt for FLSA, it is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay.

Appeal Rights:

As an applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, https://spb.colorado.gov/forms-and-filing. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: [phone]. Phone: [phone]. Email address: [e-mail]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.

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 [e-mail] or call [phone].