Administrative Assistant III - Registration and Records Specialist
Administrative Assistant III - Registration and Records Specialist
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Job Description
Department Information
GJC/25; Registration and RecordsCommunity College of Aurora is a vibrant growing diverse urban community college committed to student engagement innovative teaching and a global multicultural perspective on learning. The college has built a reputation of excellence by cultivating a family culture that values students faculty and staff.
Why work for Community College of Aurora
In addition to rewarding and meaningful work we offer the following benefits:- Medical and dental health plans
- Retirement savings through Colorado PERA
- Employer supplemented Health Savings Account
- Paid life insurance
- Short and longterm disability coverage
- 10 paid holidays per year plus vacation and sick leave
- BenefitHubstate employee discount program
- CafeWellemployee wellness program
- Many positions are eligible for alternate work arrangements that may include flexible schedules and/or working remotely
- Opportunity to become a lifelonglearner and enjoy considerable savings for the college education of your dependents through our tuition assistance program
Note: This position is scheduled to work inperson8:00 a.m. to 5:00 p.m. Monday through Friday. Flexibility in schedule may be required to meet the needs of the department.
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 fromand addresses. If you do not have an email address then you will receive correspondence via US mail.Description of Job
This fulltime position supports all functions of the Registration frontoffice and back office job duties as needed. Handles day to day forms processing support students with completing Registration and Records forms processes enrollment verifications and manages office supplies for the department.
This position guides students through the Getting Started Steps. Assists students with completing the admissions application selfassessment questionnaires scheduling advising appointments registration functions and reviewing Degree check. Also assists with graduation applications password resets guidance with appeal requirements and documentation and completing online forms.
This position is primarily responsible for work study onboarding training and supervision. Making sure that work studies are properly trained and equipped with the knowledge needed to support students through the enrollment processes. This position will approve biweekly time sheets and monitor work study funds allocated to each student employee. Monitors work study funding and coordinates with Financial Aid when students approach their funding limits. If no additional funds are available this position will communicate to the work study staffer when their last day of employment will be once funds run out.
Serve as the point of contact for Registration and Records Department office purchases coordinate orders/catering for department events route and process all paperwork for the hiring of temporary parttime and workstudy staff as well as coordinate the onboarding process for all new staff (name tags Banner and email accounts including in staff directory etc.) in the department.
This position is the primary contact for special projects for the department. This position will be the primary contact for CCCS Systems testing requests and for data cleanup projects. Other special projects such as collaborating and coordinating events with other Registration and Records staff for special events and other duties as assigned.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:
Thirtysix months (36) of clerical experience which must include excellent customer service experience and purchasing experience in an office setting. Computer literacy is a must. Daily interaction with students faculty and staff require that this position have strong interpersonal and organizational skills due to multiple assignments and fluctuating priorities. Effective verbal and written communication skills are necessary for success in this position. (Parttime experience will be prorated)OR
Education and Experience:
College university or noncorrespondence business school course work from an accredited institution in Business or similar field may substitute for the clerical experience as listed above on a year for year basis however there isno substitutionfor the excellent customer service experience and purchasing experience in an office setting.
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 Student Module or related system. Prior experience working in a community college admissions registration & records office. Knowledge of the Federal Family Educational Rights and Privacy Act of 1974 (FERPA). High level of speed and accuracy regarding data entry. Attention to detail (ability to check for typographical grammatical and spelling errors etc.);ability to multitask and be a selfstarter. Strong analytical and problem solving skills. Ability to deal with a diverse population with discretion and tact.
Conditions of Employment:Must submit to and successfully complete a preemployment 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 CCA Office of Human Resources with an official disposition of the charges. Must have the ability to handle lengthy and sometimes difficult phone calls while relaying a professional attitude under all working circumstances. Must maintain a high level of confidentiality at all times.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 atwithin 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.
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.
CCA recognizes the importance of a workforce that is reflective of our diverse student community. As such we are interested in selecting the best candidate from a diverse applicant pool.
Selection 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.
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 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 Erica Hines (303).
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 Erica Hines (303).
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 at 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.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
