Administrative Assistant III

Administrative Assistant III

This position provides comprehensive administrative support to the SEM Division across Rampart and Centennial campuses. The role ensures the smooth operation of division processes, supports faculty and students, oversees student work-study staff, manages purchasing and event logistics, and maintains accurate records and digital content in accordance with college and state policies.

Duties and Responsibilities

• Serves as the primary administrative support for the SEM Division at the Rampart Campus (W119, W209, and E213), and provides backup support at the Centennial Campus (F300) as needed.
• Provides general office support including answering multi-line phones, routing inquiries, taking messages, and assisting walk-ins.
• Composes routine correspondence and emails related to student registration and other administrative requests.
• Sorts and distributes incoming mail; submits key requests and ITSS / facility work orders as needed.
• Maintains inventory and orders instructional and office supplies.
• Develops and revises division flyers, brochures, and documents using Microsoft 365 and Adobe applications.
• Assists faculty and instructors with grade submissions, syllabi uploads, attendance tracking, and compliance using SSB, D2L, and Navigate.
• Provides instruction and guidance to students using Self-Service Banner (SSB) and Navigate for registration and other academic needs.
• Tracks division-wide submissions including syllabi, no-shows, attendance, gradebooks, and final grades; reports non-compliance to the Assistant to the Executive Dean weekly.
• Maintains the SEM Division D2L shell and updates access and documents each semester.
• Supervises and schedules student work-study employees to support division operations.
• Makes purchases using the procurement card in compliance with state fiscal rules.
• Prepares and processes purchase requisitions, pay directs, and signs off on POs upon full delivery.
• Collaborates with department chairs to identify common supply needs and optimize purchasing via approved vendors.
• Verifies fund availability with the Assistant to the Executive Dean prior to purchases.
• Supports SEM division events by submitting necessary documentation, purchasing materials, and coordinating marketing requests with the PPSC Marketing Department.
• Manages division social media content and ensures messaging complies with PPSC branding and communication standards.
• Acts as the main point of contact for division website updates; ensures content accessibility and accuracy.
• Creates and maintains databases (e.g., Access) and tracking systems for submissions and division-wide records.
• Performs data extractions and formatting from COGNOS and other systems.
• Stores and retains records per division document retention policies.
• Develops and updates forms, templates, and reports for internal use.
• Coordinates with new part-time faculty to collect HR documentation (I-9, contact info).
• Maintains division contact logs and schedules new hire appointments.
• Supports FLAC-related processes to determine pay for contracted work such as substitute teaching, lab assistants, and meeting attendance.
• Ensures appropriate documentation is collected and formulaic pay calculations are applied correctly.

Tools & Systems Used

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement :

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

Class Code & Classification Description :

G3A4XX ADMINISTRATIVE ASSISTANT III

Minimum Qualifications :

Three (3) years of clerical experience as described above, plus one (1) year of experience tracking and maintaining departmental budgets. Experience creating and maintaining Microsoft Excel spreadsheets is a must. Your clerical experience, budget experience, and experience creating and maintaining Excel spreadsheets must be documented on your application. Computer literacy is a must. Candidate must have well developed customer service skills to interface with a variety of people from many levels within the organization as well as the ability to diffuse tense situations as they arise and take charge when needed. Successful candidate must be a self-starter and detail oriented. Effective verbal and written communication skills are necessary for success in this position.

OR

College, university, or non-correspondence business school course work from an accredited institution may substitute for the clerical experience as listed above on a year for year basis. However, there is no substitution for tracking and maintaining departmental budgets experience. A copy of your transcript verifying the required credits must be received by application deadline in order to be considered. Please redact age-related information on your transcript.

Conditions of Employment : Must submit to and successfully complete a pre-employment background check as a condition of hire. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide PPSC Office of Human Resources with an official disposition of the charges.

Preferred Qualifications : Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following : Experience involving a wide range of clerical responsibilities. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. Attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). Ability to handle multiple tasks simultaneously while meeting targeted deadlines. Experience with problem solving processes. Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. Prior work experience at a community college or other academic environment. Ability to deal with a diverse population with discretion and tact.

Appeal Rights : 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.