Administrative Assistant III
: Job Details :

Pay Range:$49,848.00 - $69,792.00Position Summary:The Prison Education Program (PEP) is responsible for overseeing and administering undergraduate print-based correspondence degree programs for off-campus students, with a specific focus on incarcerated students.State of ColoradoAdministrative Assistant III - Prison Education ProgramSALARY$4,154.00 - $5,816.00 MonthlyLOCATIONAlamosa, COJOB TYPEFull TimeJOB NUMBERGYA P-10205 12/24DEPARTMENTAdams State UniversityOPENING DATE12/12/2024CLOSING DATE12/22/2024 11:59 PM MountainFLSADetermined by PositionTYPE OF ANNOUNCEMENTThis position is open only to Colorado state residents.PRIMARY PHYSICAL WORK ADDRESS208 Edgemont Blvd Alamosa, CO 81101FLSA STATUSNon-Exempt; position is eligible for overtime compensation. It is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay.DEPARTMENT CONTACT INFORMATIONAlicia Harmon ...@adams.eduHOW TO APPLYOnline applications through the Colorado Jobs portal will not be accepted. Please follow instructions on the job announcement for submitting an application.Department InformationThe Prison Education Program (PEP) is responsible for overseeing and administering undergraduate print-based correspondence degree programs for off-campus students, with a specific focus on incarcerated students.Description of JobThe Admission Processing Specialist (Administrative Assistant III) for the Prison Education Program (PEP) is responsible for independently managing the intake, processing, and evaluation of admissions applications, as well as providing ongoing support to incarcerated students throughout their academic journey. This position serves as a key liaison between the university, correctional facilities and prospective students, ensuring that program policies are adhered to and students receive the necessary guidance and support. Key Responsibilities: Admissions Process Management:

• Independently oversee the intake, processing, and evaluation of admissions applications for the Prison Education Program (PEP), ensuring applications are complete and meet program eligibility requirements.
• Independently maintain accurate and up-to-date student records and databases, ensuring compliance with University and program standards.
• Review applications for completeness and eligibility based on established program guidelines, providing feedback and updates to applicants as necessary.

Student Support:

• Communicate with prospective and current students (via mail and phone) regarding their application status, admission requirements, and program details.
• Provide advising support to incarcerated students, including assistance with academic program selection, course registration, and transfer credit policies.
• Support the onboarding process for new students, ensuring they understand program requirements and expectations.

Coordination and Communication:

• Collaborate with PEP staff to resolve admissions-related and financial aid issues, ensuring timely and effective resolution.

Administrative Duties:

• Independently maintain accurate records of student admissions, program documents, and other administrative tasks associated with the program.
• Prepare reports for program evaluation and contribute data for internal reviews and assessments.
• Manage inquiries related to program admissions, responding to prospective students and addressing questions from correctional facility staff.
• Handle other administrative tasks as assigned, including coordinating outreach efforts to prospective students.

Leadership:

• The Admissions Processing Specialist is responsible for providing leadership, guidance, and supervision to work-study students and temporary employees who report directly to the position for the admissions process.
• This includes: overseeing daily tasks, ensuring adherence to department standards, and fostering a collaborative and productive work environment.
• The Admissions Processing Specialist will mentor and support work study students and temporary employees in their roles, helping them achieve performance goals and contribute to the overall success of the admissions process.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsResidency Requirement: (New) This posting is only open to residents of the State of Colorado at the time of submitting your application. Class Code & Classification Description: (New) G3A4XXADMINISTRATIVE ASSISTANT IIIMINIMUM QUALIFICATIONS:Experience Only: Three (3) years of relevant experience in an occupation related to the work assigned to this positionOREducation and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) yearsPREFERRED 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.
• Experience answering multi-line phones and managing voice mail.
• Experience using ERP Systems.
• Proficiency with technology, including Microsoft, Excel and Google solutions.
• Ability to be flexible with schedules and work environment.
• Ability to prioritize and complete tasks.
• Excellent problem solving skills.

A successful candidate will demonstrate responsible professional conduct at all times; will be punctual and observe scheduled work hours and will not abuse leave. Required Skills and Competencies:

• Strong attention to detail
• Strong organizational skills
• Ability to work independently
• Ability to multi-task and meet deadlines
• Strong interpersonal skills
• Highly efficient with MS Office suite, Google Suite, and other database applications

Note: Although this position is non-exempt for FLSA, it is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay. *Years of experience will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more that 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be pro-rated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE= 3 mos credit.)* Appeal Rights: (Updated) 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 ...@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.Supplemental InformationAll correspondence regarding your status in the selection/examination process will be communicated through email. All state classified employees must be hired and promoted through a comparative analysis process. After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase. This announcement may be used to fill multiple vacancies.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. The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Adams State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment 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 have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Tracy Rogers, at ...@adams.edu or call (719)###-#### BenefitsThe State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title.APPEAL RIGHTS:If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (...@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.###.####) within ten (10) calendar days from your receipt of notice or acknowledgement of the department's action.For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) ###-####; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.*Years of experience will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more that 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be pro-rated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE= 3 mos credit.)**Although this position is non-exempt for FLSA, it is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay.All state classified employees must be hired and promoted through a comparative analysis process. After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase. This announcement may be used to fill multiple vacancies. 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. The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Adams State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment 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 have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Tracy Rogers, at ...@adams.edu or call (719)###-#### Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibits discrimination on the basis of sex, including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Adams State University (ASU) may be directed to ASU's Office of Equal Opportunity, Director Ana Guevara, and/or to the Assistant Secretary for Civil Rights of the Department of Education. Support resources for sexual misconduct, ASU's sexual misconduct policies, contact information for the Adams State University's Office of Equal Opportunity & Title IX, as well as a detailed procedure for filing a grievance due to discrimination on the basis of sex may be found online at These procedures also describe the University's response to reports and/or complaints of sex discrimination or sexual harassment.