GPA Program Assistant - Classified

State of Colorado; Denver (CO); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Flexible work arrangements

Health insurance (premier medical, etc

Paid time off and holidays

PERA retirement

Transit benefits (RTD Eco Pass)

Professional development

Job summary

Colorado Department of Education is seeking a detail-oriented administrative professional to support the Grants Program Administration Office. You will handle GAINS user access, travel planning, calendaring, and data management for state and federal grants.

You will contribute to external communications, document preparation, and project coordination in a hybrid work environment that values service and accountability.

Qualifications

• Four (4) years of relevant experience in administrative support or education settings.
• Experience with grants administration or government programs is preferred.
• Strong written and verbal communication, detail orientation, and teamwork.

Responsibilities

• Provide administrative support for GPA offices, manage calendars and meetings.
• Support GAINS system operations, user access, and troubleshooting.
• Coordinate external communications and office documentation.
• Travel support and budget/tracking tasks.

Skills

Microsoft Office

Google Suite

Spreadsheets

Dashboards

Project management tools

Job description

Colorado Department of Education - What We Do

This position is only open to current Residents of Colorado.

Incumbent will be required to complete work for CDE within Colorado.

The Colorado Department of Education (CDE) provides leadership, resources, support, and accountability to the state's 178 school districts, 1,888 schools, over 53,000 teachers, and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.

As the administrative arm of State Board of Education, CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.

CDE is a values-based agency that serves students, parents, and the general public by protecting public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.

CDE strives to incorporate five core values that we uphold in our work internally and externally. If you come to CDE, be prepared to incorporate Integrity, Equity, Accountability, Trust, and commitment to Service in what you do.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Why Work For CDE

The work we do is rewarding and impacts the students, families, educators, and communities across Colorado. Our leadership also promotes a culture that puts families and self-care as a priority. Along with meaningful work and an environment that puts employees first, the state also offers rich benefits that intend to make us an Employer of Choice!

• Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.
• Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
• Employer paid short-term disability and life insurance
• Up to 160 hours of Paid Family Medical Leave (PFML)
• 11 paid holidays per year
• Competitive vacation and sick leave accruals
• Retirement through the Public Employees Retirement Association (PERA) www.copera.org
• Employer paid RTD Eco Pass (certain restrictions may apply)
• Paid professional development opportunities

Salary Statement: Current State of Colorado (SOC) Program Assistant I or Program Assistant II employees who transfer into this position and are currently at a higher salary step may be eligible to retain their current step and salary.

Work Environment:

This position is full-time, funded by both federal and state funding (funding is contingent upon availability), and is eligible for a hybrid work environment.

• Extended hours during the evening or the weekend may be required by business needs
• Up to 6 times of travel per year, depending on awards and training timelines.
• Commuting to the CDE buildings will be required.
• A Remote (Home) office is required
• Required to report to the work location per business.
• Essential Functions (ADAAA)
  • LIGHT/Office environment:
    • Required to sit, view a computer screen, and utilize a keyboard and mouse for extended periods of time
    • May be required to lift and move up to 10 lbs of force frequently or 20 lbs occasionally (may need to carry items/office supplies to different events).
    • Required lifting, bending, stooping, pushing, walking, etc.
    • Light work usually requires walking or standing to a significant degree
  • DL Not Required: Required to independently obtain and determine means to complete travel requirements.

Are you highly organized, tech-savvy, and do you enjoy solving problems and helping people? We’re looking for a detail-oriented professional to support the Grants Program Administration Office. This position provides essential administrative, technical, and customer support for the Grants Program Administration Office, including managing GAINS user access, troubleshooting system issues, supporting grant activities, coordinating projects, and maintaining key communications and resources. This is an excellent opportunity for someone who enjoys variety, customer service, and being the person others can count on to get things done.

The purpose of this position is to support the administration of grants and awards by providing direct support to the Grants Program Administration Office. This position also provides support for implementing the grants management system, developing procedures for grant and award applications, and reviewing state and federal grants administered through the Colorado Department of Education.

This position will handle administrative duties and responsibilities, including management of user access to GAINS, general office, and program support for federal and state grants administered through this work unit. These supports include travel arrangements, calendaring and scheduling; data entry and retrieval; file tracking and management; compiling and formatting content for internal and external communications; project management, equipment and supplies ordering and inventory, budgeting, purchasing and accounting processes and paperwork.

Major Duties and Responsibilities:

Provide administrative support for the Grants Program Administration Office (25%)

• Maintains calendars and manages meeting schedules for the Grants Program Administration. Makes arrangements for and schedules meetings for GPA staff as needed.
• Completes all appropriate CDE forms to ensure timelines are met for GPA, requesting various arrangements to be made, including forms for approval and reimbursement for in-state travel and out-of-state travel.
• Organizes and prepares regular, internal meetings, such as unit monthly meetings, including arranging and securing meeting spaces, sending and tracking invites, and preparing agendas.
• Maintains records systems and electronic communication.
• Assist other offices and program consultants for meetings as time permits

Provides general office, systems, and operational support for Grants Program Administration Office (50%)

• Supports the day-to-day operations of GAINS.
• Assists with and supports grant and award program activities such as application development review and supports programs with monitoring and technical assistance tasks through GAINS.
• Manages user access to GAINS including creating user accounts and roles for all Charter Schools, Community Based Organizations, and Nonpublic Schools, and tracking and completing access request form submissions.
• Troubleshoot internal and external user GAINS access issues and resolve questions or route to appropriate staff.
• Supports the creation of new organization profiles in GAINS by processing requests in coordination with the Grants Fiscal Unit.
• Maintains program, budget, human resources, and other files for GPA.
• Orders supplies as necessary for GPA.
• Assists leadership in estimating and tracking operations and travel budgets and payroll expenses.
• Provide supports for project and task management for the GPA leadership team
• Develops, maintains and updates office organizational documents and Smartsheet's
• Assist other offices and program consultants with administrative program support as time permits

Supports internal and external communication for the Grants Program Administration Office (25%)

• Supports external communication efforts by:
  • Responding to or routing incoming email from GPA's GAINS and CGA email inboxes and phone requests from schools and districts.
  • Coordinating drafting, finalizing, and submitting Grants Program Administration content for CDE's external communications.
  • Coordinating GPA GAINS Office Hours by managing Zoom meeting details and tracking scheduling and assignments of content.
  • Leading Grants Program Administration Office website development and serving as primary point of contact with CDE web management.
  • Coordinating accessibility processes and protocols for GPA and serve as GPA accessibility champion.
  • Managing GAINS Home Page Announcements and Updates
  • Updates and ensure accuracy of Annual Grants and Awards Forecast and Calendar
• Supports internal communication efforts by:
  • Disseminating guidance and technical assistance relating to grants development and reviews.
  • Participating in Grants and Awards Procedures Development and supporting drafting and dissemination of internal procedures.
  • Compiling and organizing agendas, and distributing meeting notes.
  • Serve as the designated staff member to check, retrieve, and deliver mail and packages for GPA.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

Experience Only:

Four (4) years of relevant experience in an occupation related to the work assigned (administrative support, education, including teaching in K-12 and colleges/universities, administrative work done in schools, program support, office operations, grants administration support, or a closely related field) to this position.

Or

Education and Experience: A combination of related education (e.g., general studies), a formalized apprenticeship program, an associate degree from an accredited college/university, certification, and/or relevant experience in an occupation related to the assigned work is equivalent to two (2) years of education and at least two (2) years of experience as described below as "Relevant Experience".

Relevant experience includes work that involves:

• Providing customer service or technical support to internal and external users, including troubleshooting system-access issues (ex: call center experience).
• Supporting grant, award, education, government, or other public-sector programs.
• Managerial office experience, including calendaring experience.
• Processing purchasing, budgeting, accounting, payroll, travel, or reimbursement documentation.
• Coordinating projects, tracking tasks and deadlines, and maintaining organizational documents.

QUALIFICATIONS AND CONDITIONS

• Knowledge of using Microsoft Office Suite/Google Suite.
• Demonstrated knowledge of using spreadsheets, dashboards, project management, or task management tools or systems.
• Demonstrated ability to independently provide customer service, troubleshoot user access issues, and provide technical support for online software systems by following SOPs/written directions.
• Strong written and verbal communication skills.
• Strong attention to detail (proofing work, spelling, grammar, formatting, etc.).
• Demonstrated ability to effectively balance quality of work and productivity expectations,
• Demonstrated ability to effectively collaborate with internal and external customers (e.g. school districts, other CDE units).
• Demonstrated ability to prioritize and organize work to accommodate and meet the changing needs of the department and meet deadlines.
• Demonstrated ability to take initiative and exhibit a proactive approach to work.
• Demonstrated ability to identify problems and recommend solutions prior to the standard being jeopardized.
• Demonstrated ability to work independently, as well as on a team.
• Ability and willingness to travel.

Preferred Qualifications (Preferred/Not Required)

• Experience working in a school, education, or grants-related environment, including experience with fiscal processes or financial administration.
• Experience applying for or supporting applications for grant programs.
• Experience with grant writing, development, or application preparation.
• Experience using the Grant Administration Implementation and Navigation System (GAINS) or a similar grants management system.
• Experience using Smartsheet or a comparable project and workflow management platform.
• Experience with state government or public-sector purchasing processes, including P-Card administration or use.

Conditions of Employment (Required)

• Must be willing and able to submit to the pre-screening process and pass a background check.
• Ability and willingness to independently determine, obtain means, and complete required commuting.
• Up to 6 times of travel per year, depending on awards and training timelines.
• Commuting to the CDE buildings will be required for business needs (typically at least two times a month).
• Work extended schedule per business needs
• Report to work location per business needs
• DL Not Required: Required to independently determine and obtain means to complete travel requirements.
• Sign the acknowledgment form that this position is funded through federal funds and state funds and is subject to availability.

Complete Applications must include

• Completed Online Application: Required - Submitted through our ATS.
• Cover Letter: Required - Attached as a separate attachment.
• Resume: Required - Attached as a separate attachment.
• Transcript: Required if using education to meet MQs - Attached to the online application and meeting requirements as described under "College Transcripts".

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

Failure to submit a complete application as defined above by the announcement close will result in your application being removed from consideration.

Resumes and Cover Letters WILL NOT be reviewed for minimum qualification screening.

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.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time-sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "[e-mail]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam-filtered email.

Appeal Rights:

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at https://spb.colorado.gov/. 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 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: [phone]. Phone: [phone]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Equity, Diversity, and Inclusion (EDI) and Equal Employment Opportunity

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, a 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.

The Colorado Department of Education is committed to the