School Quality and Support Operations Associate

• The first round of interviews will most likely occur between May 22 2025 and May 30 2025 and candidates will need to be available for inperson final interviews during the week of June 16th 2025.
• Anticipated start date is July 1st but can be flexible

This position will serve as primary administrative program support for the Assistant Commissioner of School Quality and Support the Field Services Support Team and the Schools of Choice Team. The operations associate will perform all aspects of administrative support and support crossunit event planning and execution. It is a priority for the School Quality and Support team to create a welcoming workplace culture thats enjoyable to be a part of. The teams philosophy of celebrating each others successes and supporting teammates in need has created a closeknit goaldriven culture. We are looking for a candidate that shares this philosophy and wants to be a crucial part of the work to support our school and district leaders across the state.

Administrative Program Support

• This duty includes the following ongoing administrative program support activities for the School Quality and Support Division including the Field Support and Services (FSS) Unit and the Schools of Choice unit
  • Attending and taking notes at School Quality and Support meetings and other unit meetings as applicable.
  • Tracking managing and processing forms including but not limited to timesheets official function forms (event approval forms) accounting/purchasing forms contracted services travel reimbursement including overnight waivers and outofstate travel forms.
  • Providing meeting schedule support (coordinating calendars and setting up in person or virtual room location) for the Assistant Commissioner and division offices.
  • Designing and managing SmartSheets spreadsheets and tools. The position needs to understand all available tools (e.g. Excel Google Suite (including Google Sheets and Docs) Survey Monkey Syncplicity DocuSign SmartSheets Salesforce Outlook).
  • Coordinating with Accounting Human Resources and Information Management System teams on behalf of the units including supporting the onboarding of new team members tracking and communicating. internal policy changes and providing technical assistance.
  • Communicating monthly/ quarterly to the rest of the division with updates on School Quality and Support Field Services Support and Schools of Choice.
  • Maintaining uptodate files including setting and enforcing filesaving best practices.
  • Answering general emails and phone calls for the FSS unit.
  • Setting and following protocols for website and web resource updates uploads and modifications. This will require updating the units website and acting as a web content coordinator.
  • Preparing documents for unit usage including creating word processing copying reviewing editing and designing.
  • Coordinating supplies and purchases including ordering receiving and distributing.
• Other duties as assigned.

Event Planning and Management

• This duty includes the following ongoing event planning and management activities for the School Quality and Support (SQS) and Field Support and Services (FSS) Unit:
  • Regularly meet with team members in the SQS and FSS Unit to assist in planning upcoming events and determining logistical requirements including budget venue (audio/visual room setup) stakeholder communication catering services external presenters and printed and online materials.
  • Venues
    • Find meeting venues that meet logistical requirements (audio/visual room setup) and budgetary constraints.
    • Secure contracts for meeting venues in accordance with state purchasing requirements.
    • Be the event dayof contact with venue staff to ensure all needs are met for attendees.
  • Stakeholder Communication
    • Assist with external communications including inviting attendees from a set mailing list responding to questions about upcoming events and other communication as required.
    • Communicate logistics internally with all relevant team members.
  • Catering Services
    • Find catering services that meet logistical requirements budgetary constraints and the dietary needs of event participants.
    • Secure contracts for catering services in accordance with state purchasing requirements.
    • Be the event dayof contact with catering service staff to ensure all needs are met for attendees.
  • External Presenters
    • Secure contracts for external presenters in accordance with state purchasing requirements.
    • Communicate with external presenters to ensure all needs are met including but not limited to travel materials sharing registration lists and dayof coordination.
  • Printed and Online Materials
    • Coordinate with external printing services (if necessary).
    • Manage the printing of materials including event handouts name tags table tents and more.
    • Assist in the management of an online database of event materials.
• Coordinating internal paperwork and checklists for budget approval for events approval.
• Maintain and develop yearly budget projections for events.
• Providing onsite support on the day of the event as needed and by priority.
• Other duties as assigned.

Project Coordination

• Coordinate key projects for the School Quality and Support team including:
  • Utilizing a template to create and maintain project plans.
  • Coordination of crossteam activities.
• Coordinate key projects under FSS including:
  • Assisting with yearly collections for Safe Schools Assurances and Four Day Week Applications.
  • Providing support and coordination for all Statutorily required meetings groups boards etc.
• Other duties as assigned.

Budget Tracking

• Position will be responsible for creating and maintaining an annual budget tracking tool to ensure all units are able to view and track budget expenditures related to event coordination.
• Includes verifying funding sources dollar amounts and tracking invoices. Will require the ability to determine when to alert the executive director and/or team leads when there are budget discrepancies or pending shortfalls.
• Review all submitted invoices on the contract against the statement of work for accuracy. Follow up with vendors who have not submitted all invoices before the end of the fiscal year and determine final payment; communicate to accounting and purchasing.
• Other duties as assigned.

• Strong interpersonal skills

• Strong organizational and planning skills

• Strong written and verbal communication skills

• Strong attention to detail (proofing work spelling grammar formatting etc.)

• Demonstrated ability to effectively balance quality of work and productivity expectations

• Demonstrated ability to effectively collaborate with internal and external customers (e.g. school districts other CDE units)

• Demonstrated ability to prioritize and organize work to accommodate and meet the changing needs of the department and meet deadlines

• Demonstrated ability to take initiative and exhibit a proactive approach to work

• Demonstrated ability to identify problems and recommend solutions prior to the standard being jeopardized

• Demonstrated ability to manage complex events.

• Demonstrated ability to use electronic platforms effectively (Zoom Google)

• Demonstrated ability to work independently as well as on a team

• Ability and willingness to travel to complete required travel/commuting of the position

• Demonstrated ability to work independently as well as on a team

• Must be willing and able to submit to the prescreening process and pass a background check.

• Ability and willingness to travel to complete required travel/commuting of the position
• Expected to come in at least once a week into the office in a CDE building.

• Work extended schedule per business needs

• Report to work location per business needs

• Must be able to drive a personal vehicle or operate a State of Colorado Fleet Motor to help transport work materials back and forth.

• Valid Drivers License Required: Required to use a personal vehicle or safely operate a motor vehicleto complete travel requirements

• Valid Colorado Drivers License Required: May be required to safely operate a State of Colorado Fleet Motor vehicle to complete travel requirements

• Please be aware that this is an annually renewed funded grant position. However if the funding for the position is eliminated please be aware that you are required to sign a waiver of retention rights.

• Ability and willingness to independently determine obtain means and complete required travel (20% Travel requiredto nonCDE locations in the Denver metro area).