Department Information

The purpose of the Extended Studies and Prison Education Program is to provide alternative delivery of courses and programs to undergraduate, graduate, and high school students both degree-seeking and non-degree seeking, on campus, off campus, and incarcerated. The division is also responsible for providing continuing education courses for the community and beyond. This includes but is not limited to face-to-face courses and workshops, contract courses, correspondence courses, and online and video-delivered courses. The division is a cash-funded arm of the institution and is responsible for recruiting, admissions, advising, processing registrations, grades, billing, and collections for the students. In addition, the department is responsible for developing cash-funded programs and approving courses and faculty through the academic departments. The department serves as a liaison between off-campus students, off-campus faculty, and various on-campus units such as Department Chairs, Academic Instructional Technology Center, Human Resources, Student Business Services, Financial Aid, Records, etc. The combined unit produces approximately 14,000 enrollments per year with a cash-funded budget of $3.5 million.

Description of Job

The main purpose of this position is to provide general office support within Extended Studies(ES) and Prison Education Programs (PEP). 

The position will be responsible for front-desk operations, including answering phones, opening, logging, and sorting mail and e-mail, taking messages, making referrals, and greeting the public. 

The goal of the tasks performed in this position will be to increase the effectiveness and efficiency of clerical and customer service operations within the unit. 
This position will be the central point of contact for ES/PEP clients including students, parents, sponsors, and adjunct and affiliate faculty, in guiding them through processes, analyzing distance learning issues, and determining the correct individual/department to which they should be referred. 
Support the units within the department with data entry into Banner, Xtender, Workday, and local databases, and various tasks that occur during peak registration periods and large projects. 
It is imperative that this position be well-versed in all programs within the ES/PEP units, as well as being able to research and pull information from the
campus ERP system.
This position will also be responsible to hire, supervise and train work-study support for this position.
 

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement: (New)

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

Class Code & Classification Description: (New)

G3A3XXADMINISTRATIVE ASSISTANT II

MINIMUM QUALIFICATIONS:

Experience Only:
Two (2) years 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 two (2) years

• Strong customer service skills
• Strong attention to detail
• Strong organizational skills
• Excellent verbal and written communication skills
• Ability to work independently
• Ability to multi-task and meet deadlines
• Strong interpersonal skills
• Highly efficient with MS Office suite, Google Suite, and other database applications  

NOTE: While this position has been determined to be FLSA non-exempt, it is a condition of employment at ASU that as a non-exempt employee, the successful applicant who accepts this position, will agree to compensation time in lieu of payment for any overtime hours worked.  
 

Appeal Rights: (Updated)

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.

Supplemental Information

All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.  

 Colorado Revised Statutes require that Classified state employees are hired and promoted based on merit and fitness through a comparative analysis process.  Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.  Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase.

 Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Primary Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above.  Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any of step of the selection process and placement on the eligible list.  A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

This announcement and the eligible list established from this posting 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 tracy_rogers@adams.edu or call (719)587-7990”

 

Benefits

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.