What are the responsibilities and job description for the Administrative Assistant I position at State of Colorado?
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The Office of Advancement work unit has responsibility and authority of the Office of the Vice President of Advancement, Adams State Foundation & Alumni, Public Relations
and Marketing, as well as community relations and engagement.
The office of Office of Academic Affairs work unit has responsibility and authority on all teaching and learning issues at the undergraduate, graduate, and doctoral levels
and oversees all of the undergraduate, graduate, and doctoral academic programs in all delivery modes. It also provides support and oversight for: Admissions,
Enrollment Management, Registrar’s Office, Financial Aid, and other units supporting the admission and registration of students, delivery of academic programs,
academic support services, and faculty support and development.
This position exists to support the administrative functions in the Office of Advancement and the Office of Academic Affairs.
The Administrative Assistant I will assist both Advancement and Academic Affairs offices with answering phone calls and inquiries, greeting clients,
referring people to the correct offices and people, making appointments, arranging meetings, taking care of room reservations, making travel arrangements,
and other administrative functions as needed.
Office of Advancement - This position is in place to provide first level support for the Vice President of Advancement. This position provides planning support
and assistance for: annual fundraising efforts, alumni events and engagement, and general support for the entire division at the direction of the VP of
Advancement. It also works closely with units across campus to support and advance efforts that promote the university and the success of students.
Office of Academic Affairs - This position is in place to provide first level support for the Program Assistant, Provost, and AVPAA with basic level administrative functions.
Primary Job Duties:
- At the direction of the Provost and VP of Advancement: Answer and screening phone calls for transfer calls, take messages, greet customers, filing, making copies, ordering office supplies, verifying information and documents for reports.
- Assist Manager of Operations and Annual Giving with annual/bi-annual Phonathon planning and scheduling, including hiring of student workers when appropriate
- Help the Foundation/Alumni Office with annual giving planning, scheduling, mailers including working with the print shop on scheduling mailers.
- Administrative assistant duties for the VP of Advancement including: calendaring, planning, and scheduling alumni and donor events/visits.
- Assist with planning, scheduling and making arrangements for special events, meetings, and social media events at the direction of the Provost and VP of Advancement including:
- booking the rooms
- scheduling food service
- gathering paperwork and Props
- Scheduling staff involvement or entertainment
- directing media requests/bookings to appropriate parties
- Scheduling appointments, scheduling rooms on campus for workshops and meetings.
- Making travel arrangements.
- Composing, formatting, producing, proofing, and copying documents such as offer letters and other correspondence for others’ approval and signatures,
- sending notices to students and other standardized correspondence.
- File and compile forms submitted to the office.
- Collecting and compiling semesterly syllabi and other regularly scheduled submissions.
- Provide support to the Acalog Administrator by completing updates to faculty and administrative listings, maintaining repositories for degree plans and maps, Institutional syllabi, and curriculum maps.
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)
| G3A2TX | ADMINISTRATIVE ASSISTANT I |
MINIMUM QUALIFICATIONS:
Experience Only: One (1) year 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 one (1) year
Preferred Qualifications and Competencies:- Excellent customer service skills.
- Excellent verbal and written communication skills.
- Experience answering multi-line phones and managing voice mail.
- Experience using databases and spreadsheets.
- Proficiency with technology, including Microsoft, Excel and Google solutions.
- Ability to prioritize and complete tasks.
- Strong attention to detail and accuracy in maintaining records
- Must be able to work in a team environment.
Note: Although this position is non-exempt for FLSA, it is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay.
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.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.All correspondence regarding your status in the selection/examination process will be communicated through email.
All state classified employees must be hired and promoted through a comparative analysis process. After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase.
This announcement 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”
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Salary : $3,100 - $4,340
