Administrative Assistant III

Department Information

GJK-000005 04/25; Health Professions & Public Safety

Pueblo Community College is one of the most dynamic and progressive community colleges in Colorado. We continually strive to provide modern facilities, state-of-the-art equipment, and comprehensive technical and transfer programs that prepare students to enter the job market or transfer to a four-year school. Our faculty and staff are committed to student success, offering quality classroom instruction and academic support.

• Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.
• Attractive health, dental, vision, life, and flexible savings options; we will also help you build your retirement savings via our defined benefit or defined contribution plans.
• An opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition reimbursement program.

Description of Job

This position supports the Health Professions & Public Safety Division by providing instructional and administrative support to students, faculty, and staff. The division currently includes the following departments: Cosmetology, Dental Hygiene, Emergency Medical Services, Fire Science Technology, Law Enforcement Academy, Occupational Therapy Assistant, Pharmacy Technician, Phlebotomy Technician, Health Professions, Physical Therapist Assistant, Medical Imaging Technologies, and Respiratory Therapy. Key responsibilities include scheduling appointments, managing clinical contracts, processing program applications, collecting student evaluations, maintaining office supplies, registering students, and training faculty. The role also involves supervising student workers and ensuring that important deadlines are met.

Duties and Responsibilities:

• Manage daily office operations for the Dean of Health Professions & Public Safety, including developing and implementing office procedures.

• Provide administrative support to the Dean, department chairs/coordinators, and faculty, including:

  • Making travel arrangements
  • Taking and typing meeting minutes
  • Scheduling meetings and appointments
  • Preparing and distributing documents and reports
  • Writing and editing memos and letters
  • Answering phones, screening calls, and taking messages
  • Posting and distributing information via email or printed reports
• Develop and maintain protocols to ensure timely and consistent processing of tasks.
  • Enter data in systems such as Ultimus (e.g., RTFs, RTHs, official functions, purchase orders).
  • Enter data in Banner (e.g., faculty contracts, student registration, class schedules, transcripts, room availability).
• Act as the main point of contact for the division, providing information about program applications and handling their submission.
• Order and distribute supplies for the Dean and departments as needed.
• Manage and maintain a current list of clinical contracts and affiliations.
• Distribute and collect student evaluations and track results.
• Create internal and external communications that reflect a professional image.
• Assist with the design and development of marketing materials and website content.
• Supervise student workers:
  • Assign tasks
  • Approve time sheets
  • Monitor performance and implement office procedures as needed
• Collaborate with Administrative Assistant II staff within the division to meet shared goals.
• Lead training for staff and student workers.
• Develop procedures for distributing information and materials across the division and college.
• Prepare faculty load and overload reports for administrative review.
• Maintain up-to-date vocational credentials for division staff.
• Assist department chairs with preparing accreditation reports.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:

Experience Only:
Three (3) years of clerical experience as the primary function which must include experience working with and directly supporting leadership in a large organization. Successful candidate must have extensive computer knowledge, and knowledge of correct English usage, spelling, and punctuation. In order to be considered for this position, your relevant experience must be documented on your application. Daily interaction with students, faculty and staff require that this position possess excellent customer service skills. Computer literacy is a must. Do not use "See Resume" statements on application; your application must be completed in detail and clearly document your relevant work experience. (Part time experience will be pro-rated).

OR

Education and Experience:
College, university or non-correspondence business school course work from an accredited institution in Business or similar field may substitute for the clerical experience on a year for year basis. You must submit a copy of your transcripts with your application in order to be considered. Please redact age-related information on your transcript.

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

This posting may be used to fill one or more similar positions in the future.

Comparative Analysis 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.

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.

For information regarding Pueblo Community College Security, including crime statistics for the Pueblo, Fremont, and Southwest Colorado Community College East and West campuses and surrounding areas, please see the Pueblo Community College Campus Security website at: http://www.pueblocc.edu/StudentServices/Security/Security.htm. For a hard copy report please contact 719-549-3144.

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.

Americans with Disabilities Act (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, Dana Moss, at dana.moss@pueblocc.edu, or call 719-549-3220.

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 Dana Moss,at dana.moss@pueblocc.edu , or call 719-549-3220.

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.

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 athttp://www.ccaurora.edu/students/student-right-know. 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.

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 classifications 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.