The Program Assistant I position exists to assist the Vice President and the of Assistant Vice President of Academic Affairs in all aspects of their duties including:
- Monitoring compliance with regulatory agency guidelines.
- Generating the university administrative calendar in connection with program reviews, faculty evaluations, retention, tenure, and promotions.
- Generating the academic calendar setting term dates for classes according to state FTE.
- This position is the data steward for the faculty tracking module in Banner as well as being responsible for the input of all data and correspondence for the Personnel Action Plan.
- Compile data for the administration of associates degrees, grade appeals, and assessment purposes for the administration of the undergraduate academic program.
- Track and coordinate the hiring of adjunct and part-time faculty in accordance with institutional policy and will be responsible for training the academic administrative assistants on the process.
- Provide support to academic areas by responding to questions pertaining to academic program policies and procedures.
- Determines office procedures, disseminate and interpret policies/procedures to academic department administrative assistants, faculty, and staff.
- Serve as chief purchasing agent for the Office of Academic Affairs.
- Provide reception and general assistance by answering phones/faxes/ taking messages, distributing mail, receiving deliveries and directing students to necessary resources.
- Reconciles department budgets and makes necessary budget transfers.
- Record minutes at the Academic Council meeting and posts the minutes to the web.
- Process undergraduate and graduate student course/faculty evaluations.
- Send out Vice President’s Honor Roll certificates when requested.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications
Four years of general clerical or administrative service experience, which included one year of experience appropriate to the assignment. Additional specific competencies may be required for some positions.
Substitutions
College, university or non-correspondence business school course work may substitute on a year-for-year basis for the general experience but not for the specific experience. Demonstrated proficiency on position competencies may substitute for the required experience.
Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following:
Highly Desired Qualifications:
The preferred candidate will have experience with as many of the following as possible:
- Excellent customer service skills.
- Excellent oral and written communication skills.
- Strong organizational skills
- Experience answering multi-line phones and managing voice mail.
- Experience using databases and spreadsheets.
- Proficiency with technology, including Microsoft, Excel and Google solutions.
- Ability to prioritize and complete tasks.
- Excellent problem solving skills.
- Experience working in a Higher education institution
- Experience with Ellucian Banner SIS
APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. 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 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Supplemental Information
All state classified employees must be hired and promoted through a comparative analysis process. Part or all of the analysis for this position will include a review of your application materials. Applications will be reviewed by a Human Resource Specialist and/or Subject Matter Experts to determine if you meet the minimum requirements for the position. Applications may also be used to assess and rank applicants who meet the minimum requirements, cut to a top group or establish an eligible list for referral to the position.
Necessary Special Requirements
Must be willing to submit to a background check.
Adams State University is committed to providing a safe and secure environment for its students, faculty, staff and visitors, and to protecting its funds, property and other assets. Well-informed hiring decisions contribute to this effort. Therefore, Adams State University has adopted a policy on background screening for its prospective, continuing, and returning employees as well as students in certain circumstances. Offers of employment will be contingent upon the completion of an acceptable background check. The information received in response to a background check will be treated as confidential to the extent provided for by law.
EXAM PLAN: Please submit an on-line application. Part of, or the entire comparative analysis for this position will involve a review of the information you submit in your on-line application. Your employment application will be used to rate your training and experience and to determine your rank among the candidates for this position. 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/or attachments should address the described duties, minimum, required and highly desired 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. Failure to include the required information by the application deadline will result in your rejection from consideration of the position.
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