Operations Program Assistant

Salary: $50,968.00 Annually

Job Type: Full-Time

Job Number: 240324

Location: 16000 East CentreTech Parkway Aurora, CO

Department:





POSITION SUMMARY

The Operations Program Assistant is a key support role within the Operations Division at the Community College of Aurora. This position is responsible for overseeing the daily activities of the Materials Handler II, coordinating mailroom operations, managing asset tracking and inventory systems, and supporting event logistics. Under the direction of the Events and Operations Manager, the Program Assistant ensures timely and efficient execution of operational tasks, including invoice tracking, pay request creation, and budget monitoring. This role also includes managing fleet vehicle documentation and reports to the State Fleet. Additionally, the Program Assistant plays a vital role in upholding safety and compliance standards, preparing facilities for events, and facilitating effective communication across departments. This role contributes significantly to the college's mission by supporting sustainability, operational efficiency, and continuous improvement efforts.

OVERVIEW OF CCA

The Community College of Aurora serves our diverse community by providing high-quality instruction and support services to prepare students for transfer and employment. We are particularly interested in applicants that demonstrate a commitment to working with individuals and groups from diverse identities, including but not limited to: socioeconomic, cultural, sexual orientation, gender identity expression, disability, multilingual learners, veterans, non-traditional, race and ethnic backgrounds.

More than 20 different languages and 60 countries are represented at CCA. In addition to traditional degree and certificate programs, CCA offers non-credit professional development courses, customized training, and economic and workforce development resources to employer partners and individual professionals seeking to enhance the capacity and productivity of their workforce or individual knowledge and skills. The college centers diversity, equity, and inclusion and we actively seek to employee partners who want to join us in working to reducing outcome gaps among our diverse student population.

Supervisory Duties:

• Supervise the Materials Handler II, assigning tasks, monitoring progress, and providing guidance on responsibilities such as receiving, storing, and distributing materials.
• Conduct performance evaluations, provide coaching, and support professional development for the Materials Handler II.
• Ensure that all safety regulations and organizational policies are followed in warehouse and mailroom operations.
• Approve schedules and adjust task priorities to meet operational needs effectively.

Mailroom Operations:

• Oversee the receipt, sorting, and distribution of inter-office, USPS, Amazon, FedEx, and UPS mail.
• Supervise the Materials Handler II's processing of outgoing mail and coordination with postal carriers for shipments.
• Generate monthly mail chargebacks and ensure accurate submission to the fiscal department.

Asset Inventory & Tracking Support:

• Manage asset tracking and inventory systems, ensuring proper logging and assignment of items to departments.
• Collaborate with the Events and Operations Manager and other departments to streamline asset management and compliance.
• Assist in processing paperwork for fleet vehicles, including mileage tracking and reporting to the State Fleet.

Event Coordination Support:

• Coordinate with the Materials Handler II and other teams to ensure timely event setups and breakdowns under the direction of the Events and Operations Manager.
• Assist the Events and Operations Manager in the preparation and execution of room setups for campus events.
• Ensure spaces are properly prepared and equipped for college events.
• Maintain accurate records of space utilization and event logistics.

Facilities Administrative Support:

• Order and maintain records for facilities and mailroom supplies, ensuring compliance with purchasing regulations.
• Assist the Facilities Manager, Events and Operations Manager, and the Executive Director of Operations with creating pay requests, purchase orders, invoice payments, and p-card purchases.
• Support compliance with budgetary policies and procedures.

Compliance and Safety:

• Conduct regular inspections of storage and mailroom facilities to ensure cleanliness, organization, and safety.
• Train staff, including the Materials Handler II, on safety practices and organizational procedures.
• Ensure compliance with safety standards in all operational processes.

Communication and Coordination:

• Provide updates on operational activities and challenges to the Events and Operations Manager.
• Support cross-functional projects and initiatives as needed.

Other Responsibilities:

• Assist with emergency preparedness and response activities.
• Perform additional duties as assigned by the Events and Operations Manager.
• Assist with snow removal and the application of de-icing products as needed.

REQUIRED QUALIFICATIONS

• 2 Years of related experience to the duties and responsibilities listed
• Experience with invoice tracking, creating pay requests, and budget tracking.
• Valid Colorado Driver's License.
• Strong written and verbal communication skills.
• Customer-service-oriented attitude with a focus on internal and external stakeholder support.
• Strong organizational skills and attention to detail.
• Time management skills to prioritize and complete tasks effectively.
• Ability to manage administrative processes efficiently.

PREFERRED QUALIFICATIONS

• Experience working with work order management and tracking systems.
• Familiarity with the Banner system for asset tracking and management.
• Experience in supervising staff in a higher education or public sector environment.
• Proficiency in inventory management systems.

Salary Range: Anticipated starting salary range: $50,968.00 annually. This salary is determined by the qualifications of the selected candidate balanced with departmental budget availability, internal salary equity considerations, and available market information. CCA offers an excellent benefit plan, including generous leave, holiday, and education benefits. Full time employees immediately upon hire earn 15 hours a month annual leave and 10 hours a month sick leave.

Deadline to Submit Application Material: An initial review of applications will begin on Wednesday, February 26, 2025 and continue until the position is filled.

Application Process: When submitting your online application, please include a cover letter, current resume, and professional references. Official transcripts showing the highest degree achieved should be submitted to- HR@ccaurora.edu upon offer of employment. If you have questions regarding this position, please contact us at HR@ccaurora.edu.

By applying for this announced position, applicants are certifying that all statements, information and documents provided are true, complete and correct to the best of their knowledge and are made in good faith. Further, applicants understand that omissions, misleading, false or untrue information, or any attempt at fraud or deceit in any manner connected with this application and/or subsequent testing may result in them not being considered for jobs with the Community College of Aurora; may constitute grounds for discipline and/or termination after hire; and/or constitute grounds for further actions pursuant to law.

Application Checklist

Complete Applications must include the following documents:

• A complete online application
• A cover letter that describes how your experience aligns with the minimum and preferred qualifications of this position
• A current resume uploaded as an attachment to your online application
• Candidates identified as finalists must provide three to five professional references, at least two of which must include a current direct supervisor and most recent supervisor. If you cannot provide two supervisor references, an opportunity will be afforded for discussion and consideration of alternative references with the CCA Human Resource Office. Please note, out of professional courtesy to you, we will not contact your listed references without first providing notice to you as a candidate prior to beginning the reference check-process.
• If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation is required as part of your application. Please submit this as an attachment to your application. Please note that you have the right to redact dates from your transcript during the application process. A full, unredacted copy will be required upon hire.
• For any questions or technical issues please contact HR@CCAurora.edu.

Notice to all Applicants:

• https://apptrkr.com/get_redirect.php?id=6003760&targetURL=.

Notice to all Applicants:

• Proof of eligibility to work (Download PDF reader) in the United States must be produced within three (3) days of hire.
• Direct deposit of payroll is a condition of employment.
• Final candidate is subject to a criminal background check prior to final selection process.
• Final candidate is required to submit official transcripts to Human Resources within fourteen (14) days of hire.
• CCA is affiliated with the Colorado Public Employees Retirement Association (PERA) and as such, employees contribute to PERA in lieu of Social Security for retirement benefits. For more information, visit the COPERA web page.
• Individuals currently or formerly employed by the Colorado Community College System or one of its 13 colleges, and/or who were disciplinarily terminated or resigned in lieu of termination, must disclose this information in your application material.
• For information regarding civil rights or grievance procedures, contact our Title IX Compliance/Equal Opportunity Officer, Erica Hines, Chief Human Resources & Personnel Success Officer at 16000 E. CentreTech Parkway, Suite A207H, Aurora, Colorado 80011 or by phone at (303) 340-7231 or e-mail at Erica.Hines@ccaurora.edu.

Colorado Residency Requirement:

Eligible applicants must be either a current Colorado resident or be able to provide proof of residency in Colorado within 30 days of the start date for the position, or they may be deemed ineligible for employment with the Community College of Aurora. Please contact HR@CCAurora.edu with any questions.

Community College of Aurora Inclusive Excellence Statement:

CCA embraces Inclusive Excellence because we want our students, staff, and faculty to learn and contribute within an inclusive environment. This means members of our college community will be active, respectful, and mindful of equity, diversity, and inclusion at all levels of engagement.

Inclusive Excellence will provide a foundation for student and institutional success. Recognizing our diversity is only the first step toward Inclusive Excellence.

We must also be intentional in valuing cultural differences and experiences, while incorporating them into practices, curricula, and policies.

Welcoming, Respectful, Inclusive - Together, we are CCA.

The Federal Clery Act: (The Student Right to Know and Campus Security Act of 1990) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the CCA website at the https://apptrkr.com/get_redirect.php?id=6003760&targetURL= with any questions.

Community College of Aurora Inclusive Excellence Statement:

CCA embraces Inclusive Excellence because we want our students, staff, and faculty to learn and contribute within an inclusive environment. This means members of our college community will be active, respectful, and mindful of equity, diversity, and inclusion at all levels of engagement.

Inclusive Excellence will provide a foundation for student and institutional success. Recognizing our diversity is only the first step toward Inclusive Excellence.

We must also be intentional in valuing cultural differences and experiences, while incorporating them into practices, curricula, and policies.

Welcoming, Respectful, Inclusive - Together, we are CCA.

The Federal Clery Act: (The Student Right to Know and Campus Security Act of 1990) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the CCA website at the Student Right to Know page. A paper copy of this report can be obtained at the College Security Office upon request. This report includes statistics for the previous three years concerning crimes that occurred on campus or on property controlled or owned by Community College of Aurora, as well as public property within, or immediately adjacent to and accessible from, our campuses.

ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Erica Hines at (303) 340-7231 or erica.hines@ccaurora.eduat least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.

Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA): The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonable accommodation for health conditions related to pregnancy or the physical recovery from childbirth. Candidates wishing to request reasonable accommodations must do so as soon as possible, preferably at least three days prior to the exam or interview. If you are an individual who wishes to request reasonable accommodations, please contact us at( 303) 340-7231 or Erica.Hines@ccaurora.edu.

Non-Discrimination Statement: The Community College of Aurora prohibits all forms of discrimination and harassment including those that violate federal and state law, or the State Board for Community Colleges and Occupational Education Board Policies 3-120 and 4-120. The College does not discriminate on the basis of sex/gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, genetic information, marital status, gender identity, or sexual orientation in its employment practices or educational programs and activities. For information regarding civil rights or grievance procedures, contact our Title IX Compliance/Equal Opportunity Officer, Erica Hines, Chief Human Resources & Personnel Success Officer at 16000 E. CentreTech Parkway, Suite A207E, Aurora, Colorado 80011 or by phone at (303) 340-7231 or e-mail at Erica.Hines@ccaurora.edu.

To apply, please visit https://www.schooljobs.com/careers/auroraccco/jobs/4831117/operations-program-assistant

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