Administrative Assistant III at CCA

Job Title

This full-time position supports the Registration and Enrollment Management and Completion Division in the One-Stop Enrollment office.

Job Description

The role provides guidance on admissions applications, registration processes, COF procedures, and graduation support while communicating effectively with internal and external customers in both written and verbal formats.

ADMISSIONS APPLICATION AND TUITION CLASSIFICATION

Process pending applications in Banner and Recruit systems

Review applications in SAFE software to identify potential fraud

Assist students with admissions applications in-person and by phone

Generate and review daily new applicant reports

Notify students potentially eligible for in-state tuition based on military service, dependency status, citizenship type, undocumented status, or WUE eligibility

Guide students through tuition classification forms and appeal deadlines

Archive student communications and maintain detailed notes

Process tuition classification forms as primary staff member

Apply knowledge of state and federal regulations related to applications and tuition classification

COF (COLLEGE OPPORTUNITY FUND) PROCESSING

Process COF query files daily

Contact students with missing COF information weekly and resolve data issues promptly

Complete COF reconciliation and invoice files accurately and on time

Process COF appeals and submit COF corrections bi-weekly

Submit invoice files by CDHE-required deadlines

Submit COF reconciliation files at semester end

Communicate with students missing COF documentation monthly until resolved

Maintain documentation and update notes for all COF corrections

ONE-STOP OFFICE STUDENT REGISTRATION AND FORMS SUPPORT

Assist students with adding, dropping, withdrawing, and waitlisting classes

Provide support for MyCCA, Navigate, and D2L platforms

Authorize COF stipends and process registration forms

Support application completion, email login, and password resets

Serve as front-line staff for all registration, records processes, and form completion

GRADUATION APPLICATION AND TRANSCRIPT SUPPORT

Support Graduation Processor during peak seasons (primarily April and May)

Process graduation applications in Banner

Verify students' current programs and completed coursework

Communicate missing coursework requirements to students

Perform data entry with attention to detail

Prepare transcripts for evaluation and index documents to BDM

Utilize Excel and mail merge functions as needed

REGISTRATION COMMUNICATIONS AND DOCUMENT MANAGEMENT

Provide backup support for registration phone queue

Respond to inquiries sent to Registration and International Student email accounts

Scan, upload, and index Registration, Records, and Advising documents into BDM

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 general office or clerical experience, including at least one (1) year of experience using Microsoft Excel or a similar spreadsheet program to organize, analyze, and report data. This may include creating and maintaining spreadsheets, using formulas/functions, sorting and filtering data, generating charts or simple reports, and preparing data for sharing with others. Daily interaction with students, faculty and staff require that this position have strong interpersonal, communication and organizational skills. Computer literacy is a must. Effective verbal and written communication skills are necessary for success in this position. Do not use "see resume" statements in application. Your application must be completed in detail, showing relevant experience in order to be considered. Part time experience will be prorated.

Or

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

We prefer the ideal candidate to have experience in higher education, particularly in student services or enrollment management. Familiarity with the Banner system is not a requirement but experience with student customer service management (CRMs) systems is desired. Demonstrated experience serving diverse student populations is a valued asset for this position.

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.

Appeal Rights:

As an applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: View phone number on click.appcast.io. Phone: View phone number on click.appcast.io. Email address: View email address on click.appcast.io. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov .