Administrative Assistant III - Southwest

Administrative Assistant III - Southwest

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Administrative Assistant III - Southwest

Salary

$4,154.00 Monthly

Location

Montezuma County, CO

Job Type

Full Time

Job Number

GJK-/25

Department

Pueblo Community College

Opening Date

06/03/2025

Closing Date

6/11/2025 5:00 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

33057 US-160 BUS, Mancos, CO 81328, USA

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

Human Resources Michael Trujillo

How To Apply

Please submit an online application for this position at Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

• Description
• Benefits
• Questions

Department Information

GJK-/25; PCC Soutwest Campus

Pueblo Community College is one of the most dynamic and progressive community colleges in Colorado. We continually strive to provide modern facilities, state-of-the-art equipment, and comprehensive technical and transfer programs that prepare students to enter the job market or transfer to a four-year school. Our faculty and staff are committed to student success, offering quality classroom instruction and academic support.

CCCS recognizes the importance of a workforce that is reflective of our diverse student community which consists of 22.1% Hispanic; 6.2% Black/African American; 3.7% Asian/Pacific Islander: 0.9% American Indian/Alaskan Native; and 60.5% White. As such, we are interested in selecting the best candidate from a diverse pool.

EMAIL ADDRESS : All correspondence regarding your status in the selection/examination process will be conducted via e-mail. Please include your current e-mail address on your application and set up your e-mail to accept messages from 'cccs.edu and addresses. If you do not have an email address, then you will receive correspondence via US mail.

NOTE: This full-time position will work a t Pueblo Community College - Monday through Friday, 8:00 p.m. to 5:00 p.m. with varying hours and days off, which may include evening hours, depending on the business needs of the college.

The Colorado Community College System (CCCS) and its colleges is the statewide pathway to individual achievement and economic vitality. We provide an accessible, responsive learning environment that facilitates the achievement of educational, professional and personal goals by our students and other members of our communities, and we foster an atmosphere that embraces academic excellence, diversity and innovation.

You will admire the friendly culture of our colleges and be inspired by our team environment and dedicated employees. Additionally, we offer:

• Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.
• Attractive health, dental, vision, life, and flexible savings options; we will also help you build your retirement savings via our defined benefit or defined contribution plans
• An opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition reimbursement program.

Description of Job

This position provides comprehensive administrative support to the Academic Support Division at the Southwest Campus. Serving faculty, staff, and students. Position manages a wide range of operational and programmatic functions. Responsibilities include coordination of meetings and events, data management, budget tracking, employment documentation, and general office operations. The role requires a high degree of organizational skill, initiative, and professionalism in supporting academic operations and communication across the college.

Administrative and Office Management:

• Maintain efficient office operations by managing schedules, calendars, supplies, travel arrangements, and room reservations.
• Answer phones, screen and direct calls, take messages, and respond to routine inquiries.
• Compose, edit, and distribute memos, letters, reports, and other communications.
• Type and maintain meeting minutes and official documentation.
• Coordinate with vendors (e.g., Stericycle) to ensure program compliance.

Program and Event Coordination:

• Organize and manage advisory committee meetings, student interviews, and academic events such as graduation ceremonies.
• Schedule and coordinate facility usage for events and meetings.
• Provide logistical and on-site support for academic and student support events.
• Assist with occasional test proctoring as needed.

Data and Budget Management:

• Build and monitor adjunct faculty budgets based on semester course offerings.
• Develop and maintain databases and spreadsheets to track academic organization (Org) budgets and program data.
• Analyze budget trends and provide regular updates to the Academic Director.
• Support all faculty and staff across Southwest locations in using Banner and other financial tools.

Human Resources and Employment Support:

• Serve as HR liaison with the Pueblo Campus for hiring of full-time and part-time employees.
• Process employment paperwork including Requests to Hire, Authorizations to Recruit, and onboarding documentation.
• Maintain accurate and organized employee files and hiring records.
• Track onboarding progress and follow up with new hires to ensure completion of all required steps.

Supervision and Oversight of Student Workers:

• Assign duties and oversee performance of student work-study employees.
• Approve time sheets and provide guidance on office procedures.
• Recommend and implement improvements to student work processes and workflows.

Communication and Stakeholder Engagement:

• Serve as a key point of contact for academic support operations.
• Communicate updates on programs, classes, meetings, or cancellations to faculty, staff, and community partners.
• Collaborate with Southwest locations to ensure alignment with institutional goals and objectives.

Other Duties as Assigned:

• Perform other relevant tasks to support the Academic Support Division and campus leadership, in alignment with the position's purpose.

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:

G3A4XXADMINISTRATIVE ASSISTANT III

MINIMUM QUALIFICATIONS:

Experience Only:

A minimum of thirty-six (36) months of full-time clerical administrative support experience as the primary function of the job. This experience must include responsibilities such as scheduling, managing records or databases, preparing written correspondence, and providing customer or client service in a professional office setting. Daily interaction with others requires excellent customer service skills, as well as the ability to work effectively in a fast-paced environment, manage multiple tasks simultaneously, and meet targeted deadlines. To be considered for this position, your relevant experience must be clearly documented in your application. Do not use "see resume" statements. (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 similar field may substitute for the clerical experience on a year for year basis. You must submit a copy of your transcripts with your application in order to be considered. Please redact age-related information on your transcript.

Preferred Requirements:

Experience providing administrative support in a higher education or academic support setting. Proficiency with systems such as Banner or similar system for budget monitoring, data management, and employment processing. Demonstrated ability to coordinate meetings, organize events, and manage logistics for activities such as advisory committees, student interviews, and graduation ceremonies. Experience supporting human resources functions, including preparing hiring documentation, tracking onboarding progress, and maintaining accurate employment records. Strong organizational skills with experience developing and managing spreadsheets for budget tracking and data analysis. Excellent written and verbal communication skills, including the ability to compose, edit, and distribute professional correspondence and reports. Proven ability to interact effectively with faculty, staff, students, vendors, and community partners in a professional setting.
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