Administrative Assistant II - Enrollment Success & Completion

State of Colorado; Aurora (CO); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical & dental

PERA retirement

HSA

Life insurance

Disability coverage

Holidays & vacation

Tuition assistance

Remote work options

Job summary

Community College of Aurora is seeking an Administrative Assistant II to provide executive support to the Vice President of Enrollment Management and the Director of Academic Advising. The role involves preparing reports, managing calendars, coordinating travel and enrollment events, and handling day-to-day department operations.

Ideal candidates will have 2+ years in office/clerical work with scheduling experience, strong communication, and organizational abilities, plus familiarity with

Qualifications

• Two years of general office or clerical experience with document management responsibilities
• Six months of scheduling experience (managing calendars, scheduling events)
• Strong interpersonal, communication and organizational skills; must have a detailed resume and full application

Responsibilities

• Prepare reports, presentations, travel documentation, fiscal materials, and other enrollment materials as requested
• Manage calendars for the Vice President and Director; coordinate meetings and communications
• Plan and coordinate enrollment-related events and meetings; handle materials and logistics
• Provide general office support and maintain up-to-date fiscal documentation; assist Enrollment Success needs

Skills

Scheduling

Calendar management

Communication

Organization

Interpersonal skills

Document management

Education

Business coursework in college/university

Tools

Banner system

CRMs

Microsoft Office

Job description

Community College of Aurora is a vibrant, growing, diverse, urban community college committed to student engagement, innovative teaching, and a global, multicultural perspective on learning. The college has built a reputation of excellence by cultivating a \"family\" culture that values students, faculty, and staff.

Why work for Community College of Aurora?

In addition to rewarding and meaningful work, we offer the following benefits:

• Medical and dental health plans
• Retirement savings through Colorado PERA
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 10 paid holidays per year plus vacation and sick leave
• BenefitHub state employee discount program
• CafeWell employee wellness program
• Many positions are eligible for alternate work arrangements that may include flexible schedules and/or working remotely
• Opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition assistance program

This full-time position is in-person with no remote options available. Work hours for this position will be Monday through Friday from 8:00 a.m. to 5:00 p.m. May be required to work occasional evenings and weekends for special events.

This full-time position provides administrative support to the Vice President of Enrollment Management and the Director of Academic Advising. The role prepares reports and presentations, manages calendars and scheduling, coordinates travel and enrollment events, handles correspondence, and supports day-to-day department operations.

Document Preparation and Management

• Prepare reports, presentations, travel documentation, fiscal materials, contract management documents, and other enrollment management materials as requested
• Ensure the Vice President and Director have all required documents for Executive meetings, including agendas, presentation materials, printed reports, charts, and other requested items

Calendar and Email Management

• Manage the Vice President's calendars schedule appointments, and coordinate meetings across multiple calendars
• Maintain clear communication and organization to prevent scheduling conflicts and confusion
• Monitor and respond to emails on behalf of the Vice President and Director of Advising when out of office
• Coordinate meeting responses, check-ins, and urgent requests as needed

Event and Activity Planning

• Assist with planning and coordinating enrollment-related events, meetings, and activities
• Document all required items for upcoming events, meetings, and activities as requested by the Vice President of Enrollment Success or Director of Academic Advising
• Coordinate events including extended hours preparation, partnership meetings, peak schedule preparation, and Director meetings
• Complete all fiscal documentation, order supplies and food, and ensure all materials are prepared and ready for events

General Office Support

• Provide general office support to ensure smooth department operations
• Manage office supplies and maintain up-to-date fiscal documentation
• Support day-to day Enrollment Success needs as they arise
• Other duties as assigned to support the mission and goals of the College.

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description

G3A3XX Administrative Assistant II

Minimum Qualifications

Two (2) years of general office or clerical experience that includes document management responsibilities (such as preparing reports, presentations, meeting materials, or administrative documents), and six (6) months of scheduling experience (managing calendars, coordinating appointments and meetings, scheduling events, and maintaining schedules). Daily interaction with students, faculty and staff require that this position have strong interpersonal, communication and organizational skills. Computer literacy is a must. Effective verbal and written communication skills are necessary for success in this position. A resume and cover letter are required, along with the completed employment application. Do not use \"see resume\" statements in application. Your application must be completed in detail, showing relevant experience in order to be considered. Part time experience will be prorated.

Education and Experience

College, university, or non-correspondence business school course work from an accredited institution in Business or a related field may substitute for the clerical experience as listed above on a year for year basis. However, there is no substitution for the specific experience listed. A copy of your transcripts verifying the required credits must be received by application deadline in order to be considered. Please redact age-related information on your transcript.

Preferred Qualifications

We prefer the ideal candidate to have experience in higher education, particularly in student services or enrollment management. Familiarity with the Banner system is not a requirement but experience with student customer service management (CRMs) systems is desired. Demonstrated experience serving diverse student populations is a valued asset for this position.

Conditions of Employment

Must submit to and successfully complete a preemployment 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 CCA Office of Human Resources with an official disposition of the charges.

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.

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.

Selection 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.

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.

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, Erica Hines, [e-mail] [phone].

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 Erica Hines, [e-mail] [phone].

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.

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 classification’s 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.