Administrative Assistant III
Administrative Assistant III
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Job Description
Department Information
GJK/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 stateoftheart equipment and comprehensive technical and transfer programs that prepare students to enter the job market or transfer to a fouryear school. Our faculty and staff are committed to student success offering quality classroom instruction and academic support.CCCS recognizes the importance of a workforce that is reflective of our diverse student community which consists of 22.1 Hispanic; 6.2 Black/African American; 3.7 Asian/Pacific Islander: 0.9 American Indian/Alaskan Native; and 60.5 White. As such we are interested in selecting the best candidate from a diverse pool.
EMAIL ADDRESS: All correspondence regarding your status in the selection/examination process will be conducted via email. Please include your current email address on your application and set up your email to accept messages from andaddresses. If you do not have an email address then you will receive correspondence via US mail.
NOTE: This fulltime position will work at Pueblo Community College Monday through Friday 9:00 p.m. to 5:00 p.m.with varying hours and days off which may include evening hours depending on the business needs of the college.The Colorado Community College System (CCCS) and itscolleges is the statewide pathway to individual achievement and economic vitality. We provide an accessible responsive learning environment that facilitates the achievement of educational professional and personal goals by our students and other members of our communities and we foster an atmosphere that embraces academic excellence diversity and innovation.
You will admire the friendly culture of our colleges and be inspired by our team environment and dedicated employees. Additionally we offer:
- 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 lifelonglearner 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 uptodate vocational credentials for division staff.
Assist department chairs with preparing accreditation reports.
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:
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 prorated).OR
Education and Experience:
Conditions of Employment: Must submit to and successfully complete a preemployment background check which will include a motor vehicle report (MVR) 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 PCC Office of Human Resources with an official disposition of the charges. Must have the ability to handle lengthy phone calls while relaying a professional attitude under all working circumstances.
College university or noncorrespondence 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 agerelated information on your transcript.
Preferred Requirements: 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 higher clerical responsibilities. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. High level of attention to detail (ability to check for typographical grammatical and spelling errors etc.. High level of experience and ability to work in a fast paced customer service and data entry environment and ability to handle multiple tasks simultaneously while meeting targeted deadlines. Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. 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 within ten 10 calendar days from your receipt of notice or acknowledgement of the Departments action.
For further information on the Board Rules you can refer to 4 Colorado Code of Regulations (CCR) 8011 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at InformationThis 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 writtenetc. 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: For a hard copy report please contact.
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 processinterviewing completing any preemployment 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 or call.
Pregnant Workers Fairness Act:The Pregnant Workers 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 Mossat or call.
Address Confidentiality Program: If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS)throughplease 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 agencys Annual Security Report. A copy of this information is available on the CCA website athttp:// 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 timeinseries can be calculated accurately.
Employment Type
Full-Time
