Post Secondary Advisor Office Administrative Assistant

The Aspen School District seeks a Post Secondary Advisor Office Administrative Assistant

Position Title: Post Secondary Advisor Office Administrative Assistant

Department: Aspen School District

Reports to: Building Principal

Classification: Classified Full-time Non-exempt/Hourly, Admin Asst II

Contract Period: 10 Month (200 days with some variance depending on the year)

Compensation: 2024-25 ESP Administrative Assistant II Salary Schedule

ASD offers district-funded employee and dependent health benefits including medical, vision, dental, and life insurance to benefit-eligible employees. Other benefits include (as eligible): paid leave, CO PERA (pension plan) enrollment with district contribution, TSA options, free transportation for employees from Carbondale to Aspen, employee assistance program, wellness program (can be used for highly reduced or free ski pass), and supplemental insurance (i.e. cancer, disability, etc).

Position Summary

The Administrative Assistant provides essential support to the Post-Secondary Counselor(s), students, and parents, ensuring the smooth and efficient operation of the office. This role involves managing office tasks, assisting with student documentation, coordinating events, and serving as a key point of contact for inquiries related to post-secondary planning. The Administrative Assistant will maintain confidential student records, provide accurate information, and contribute to a supportive environment that facilitates students' successful transitions to higher education or other post-high school pathways.

Position Responsibilities

Post Secondary Advisor Office Administrative Assistant Responsibilities:

Office Management:

• Maintain and organize office files, records, subscriptions and databases Manage office supplies and inventory, placing orders as needed.
• Handle incoming and outgoing mail, email, and phone calls.
• Schedule appointments and help maintain the counselor's calendar.
• Ensure the office is clean, organized, and presentable.

Student Support:

• Greet and assist students, parents, and visitors in a professional and courteous manner.
• Assist students with completing forms, and other necessary paperwork, especially with regards to financial aid, including FAFSA and CAFSA
• Distribute and collect student documents and materials.
• Maintain student confidentiality.

Counselor Support:

• Assist the post-secondary counselors with administrative tasks, such as data entry, report preparation, and document preparation.
• Coordinate and schedule college representative visits, workshops, and other events.
• Ensure all student documents are sent to their colleges according to deadlines
• Assist with the organization of college fairs and other post-secondary events, including school day and/or evening presentations (as needed).
• Maintain and update scholarship and financial aid information.
• Manage and coordinate the local scholarship program for AHS students
• Support School Day College Board Testing at AHS
• Assist with the input and tracking of student data for college applications
• Track student matriculation for reporting purposes
• Update AHS school profile each year with counselor input

Communication:

• Communicate effectively with students, parents, faculty, and college representatives.
• Prepare and distribute weekly newsletters, announcements, and other communications.
• Maintain the post-secondary counseling section of the website or online resources.

Event Coordination:

• Assist in planning and executing post-secondary related events.
• Coordinate logistics, including venue setup, materials preparation, and communication with participants.

Required Knowledge, Skills, and Abilities

Knowledge of:

• Professional communication norms and standards (written and oral)
• Office procedures and methods
• Principles and procedures of record-keeping
• Use and manage online databases and student information systems.
• Proficiency in Google Suite, Word processing, databases, and computer software

Ability to:

• Think critically, solve problems creatively, and remain adaptable to an ever-changing environment
• Operate and use various software packages and learn new software and online platforms.
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with those contacted in the course of work
• Remain exceptionally organized and apply organization and project management best practices
• Work independently and autonomously set priorities
• Manage oneself (is organized, prepared, and punctual; manages resources; meets deadlines; follows through on commitments; demonstrates appropriate physical appearance relative to job and environmental expectations) in a manner that enhances the image of public education;
• Act consistently in ways that directly support the mission of the Aspen School District
• Formulate goals that reflect the organization's strategic plan and include specific, measurable outcomes instead of just completing activities;
• Contribute actively to the goals and success of the District through collaboration, cooperation, and flexibility in team discussions, activities, and decision making;
• Maintain high ethical standards, legal responsibility, and confidentiality.

Minimum Qualifications

• High School diploma or equivalent
• One to three years of relevant experience
• Technology skills: Google Suite and/or Microsoft

Preferred Qualifications

• BA degree
• Three years or more of relevant office experience in public education (preferred), government, or other public sector settings.
• Spanish bilingual

Work Environment

• Office environment and reception; exposure to computer screens
• Primary functions may require maintaining the physical condition necessary for sitting for prolonged periods of time; use of a computer keyboard

Essential Physical Requirements

• Physical: Reaching, walking, standing, sitting, typing, talking, stooping, kneeling, seeing, and hearing. Lifting up to 25lbs.

Acknowledgment

The successful candidate will be required to follow any instructions and to perform any other related duties as assigned. The Aspen School District reserves the right to update, revise, or change the job description and related duties at any time.