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Administrative Project Support Specialist (APSS)
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Position Number: 5452206
Location: Aurora, CO
Position Type: Presidents and Chancellors

Administrative Project Support Specialist (APSS)

Community College of Aurora

Salary: $50,968.00 Annually

Job Type: Full-Time

Job Number: 230870

Location: 16000 East CentreTech Parkway Aurora, CO

Department:

POSITION SUMMARY
The Administrative Project Support Specialist (APSS) reports to the Executive Assistant (EA) to the President and provides administrative support to two executive level leaders: VP of DEI, Chief of Staff; the Dean of Assessment, Strategy and Performance Excellence (ASPE). Located in the president's office, this position will also serve as back-up support to the EA when needed, and will work in collaboration and on behalf of all members of the president's office suite.
As a member of the President's office team, it will be important to exercise discretion and strict confidentiality in handling sensitive material and/or information. Additionally, this position must practice effective customer services skills to greet and/or assist with visitors to the president office, and be willing to assist/support in event planning and implementation of efforts, tasks, or special projects on behalf of the President, President's office leaders, or the institution as needed. This position is responsible for maintaining schedules, making purchases, making and organizing travel arrangements, tracking budgets or requests, assisting with President Office related events and providing general office support. Skills in multitasking, detail-oriented, and prioritizing with strong organizational skills will be essential to complete time-sensitive work tasks in a timely manner.

OVERVIEW OF CCA

The Community College of Aurora serves our diverse community by providing high-quality instruction and support services to prepare students for transfer and employment. We are particularly interested in applicants that demonstrate a commitment to working with individuals and groups from diverse identities, including but not limited to: socioeconomic, cultural, sexual orientation, gender identity expression, disability, multilingual learners, veterans, non-traditional, race and ethnic backgrounds.

More than 20 different languages and 60 countries are represented at CCA. In addition to traditional degree and certificate programs, CCA offers non-credit professional development courses, customized training, and economic and workforce development resources to employer partners and individual professionals seeking to enhance the capacity and productivity of their workforce or individual knowledge and skills. The college centers diversity, equity, and inclusion and we actively seek to employee partners who want to join us in working to reducing outcome gaps among our diverse student population.

DUTIES & RESPONSIBILITIES
Administrative Support and Office Management

Maintain calendars and assist in scheduling meetings for the VP of DEI/Chief of Staff and the Dean of ASPE.
Provide administrative support and serve as the back-up support to the President in the absence of the Executive Assistant to the President.
Receive visitors and respond to inquiries from internal and external stakeholders.
Exercise discretion and good judgment in responding and problem solving. Consult as appropriate.
Anticipate and initiate actions in preparation of events, paperwork, purchasing or follow-up in response to requests for assistance, meetings, correspondence, event planning and implementation.
Arrange meetings and logistics for programs, events and other gatherings through completing appropriate paperwork, reserving meeting rooms, purchasing and making appropriate arrangements for seating, technology, food, etc. as requested and in collaboration with the Assistant to the President.
Attend meetings as requested to take minutes. Disseminate information as directed.
Prepare correspondence including composing, editing, and proof reading.
Research, develop, and prepare special reports and materials as requested.
Maintain files and records as required.
Maintain strict confidentiality of information related to student records, personnel, and organizational issues.
Work collaboratively with administrative support staff located in the President Suite to provide coverage and assistance as needed.
Work collaboratively with internal and external partners on division and college initiatives.
Coordinate travel arrangements for executive team as needed and in accordance with State Fiscal and Travel Rules.

Budget Management

Assist with monitoring and tracking individual and divisional budgets as needed.
Track purchasing and related paperwork.
Make purchases and assist with purchase orders (POs) on behalf of the President's office.
Maintain accurate paperwork, receipts and tacking associated with purchasing/purchasing requests to compile monthly procurement and travel card packets for fiscal affairs records.
Track purchases and related paperwork regarding travel.
Assist with tracking sponsorships as requested by the Office of the President.

Other Duties as Assigned.

KNOWLEDGE, SKILLS & ABILTIES to be successful in this role:

Knowledge/understanding of current practices and trends in higher education
Knowledge of office management
Proficiency with Microsoft Office Suite software, Adobe Acrobat, and use technology for virtual and in person meetings to include Zoom, Microsoft Teams, and WebEx.
Work independently and collaboratively, adapt to shifting priorities in a fast-paced and dynamic environment with frequent interruption.
Ability to organize and prioritize work, meet deadlines, and coordinate and monitor complex projects and activities.
Handle sensitive or difficult situations, and information while maintaining confidentiality.
Effective oral and written communication.
Establish and maintain cooperative, welcoming working environment/culture

REQUIRED QUALIFICATIONS

Associate's degree from an accredited institution or 24 months of clerical experience.
Experience providing Office and administrative support.
Proficient in all Microsoft Office Suite Programs
Experience conducting project management and/or events management
Experience providing budget management that includes purchasing, tracking purchases, maintaining paperwork, budget expenditures and balances.
Experience providing effective customer service skills that includes greeting individuals, actively listening to identify their needs, problem-solving solutions, and efforts to follow-up as needed.
Evidence of effective written communication as demonstrated in cover letter.
Evidence of effective oral communication as demonstrated in the interview process
Experience working collaboratively and as an engaged member of a team
Experience working with diverse populations and a commitment to fostering welcoming, inclusive and equitable environments.

SUPPLEMENTAL INFORMATION

Salary Range: Anticipated starting salary range: $50,968.00 annually. This salary is determined by the qualifications of the selected candidate balanced with departmental budget availability, internal salary equity considerations, and available market information. CCA offers an excellent benefit plan, including generous leave, holiday, and education benefits. Full time employees immediately upon hire earn 15 hours a month annual leave and 10 hours a month sick leave.

Deadline to Submit Application Material: An initial review of applications will begin on Friday, August 2, 2024 and continue until the position is filled.

Application Process: When submitting your online application, please include a cover letter, current resume, and professional references. Official transcripts showing the highest degree achieved should be submitted to HR@ccaurora.edu upon offer of employment. If you have questions regarding this position, please contact us at HR@ccaurora.edu.

By applying for this announced position, applicants are certifying that all statements, information and documents provided are true, complete and correct to the best of their knowledge and are made in good faith. Further, applicants understand that omissions, misleading, false or untrue information, or any attempt at fraud or deceit in any manner connected with this application and/or subsequent testing may result in them not being considered for jobs with the Community College of Aurora; may constitute grounds for discipline and/or termination after hire; and/or constitute grounds for further actions pursuant to law.

Application Checklist

Complete Applications must include the following documents:

A complete online application
A cover letter that describes how your experience aligns with the minimum and preferred qualifications of this position
A current resume uploaded as an attachment to your online application
Candidates identified as finalists must provide three to five professional references, at least two of which must include a current direct supervisor and most recent supervisor. If you cannot provide two supervisor references, an opportunity will be afforded for discussion and consideration of alternative references with the CCA Human Resource Office. Please note, out of professional courtesy to you, we will not contact your current supervisor without first providing notice to you as a candidate and only when a contingent offer is pending in order to protect the confidentiality of your application to the full extent possible.
If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation is required as part of your application. Please submit this as an attachment to your application. Please note that you have the right to redact dates from your transcript during the application process. A full, unredacted copy will be required upon hire.
For any questions or technical issues please contact HR@CCAurora.edu.

Notice to all Applicants:

https://apptrkr.com/get_redirect.php?id=5452206&targetURL=.

Notice to all Applicants:

Proof of eligibility to work (Download PDF reader) in the United States must be produced within three (3) days of hire.
Direct deposit of payroll is a condition of employment.
Final candidate is subject to a criminal background check prior to final selection process.
Final candidate is required to submit official transcripts to Human Resources within fourteen (14) days of hire.
CCA is affiliated with the Colorado Public Employees Retirement Association (PERA) and as such, employees contribute to PERA in lieu of Social Security for retirement benefits. For more information, visit the COPERA web page.
Individuals currently or formerly employed by the Colorado Community College System or one of its 13 colleges, and/or who were disciplinarily terminated or resigned in lieu of termination, must disclose this information in your application material.
For information regarding civil rights or grievance procedures, contact our Title IX Compliance/Equal Opportunity Officer, Erica Hines, Chief Human Resources & Personnel Success Officer at 16000 E. CentreTech Parkway, Suite A207H, Aurora, Colorado 80011 or by phone at (303) 340-7231 or e-mail at Erica.Hines@ccaurora.edu.

Colorado Residency Requirement:

Eligible applicants must be either a current Colorado resident or be able to provide proof of residency in Colorado within 30 days of the start date for the position, or they may be deemed ineligible for employment with the Community College of Aurora. Please contact HR@CCAurora.edu with any questions.

Community College of Aurora Inclusive Excellence Statement:

CCA embraces Inclusive Excellence because we want our students, staff, and faculty to learn and contribute within an inclusive environment. This means members of our college community will be active, respectful, and mindful of equity, diversity, and inclusion at all levels of engagement.

Inclusive Excellence will provide a foundation for student and institutional success. Recognizing our diversity is only the first step toward Inclusive Excellence.

We must also be intentional in valuing cultural differences and experiences, while incorporating them into practices, curricula, and policies.

Welcoming, Respectful, Inclusive - Together, we are CCA.

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 agency's Annual Security Report. A copy of this information is available on the CCA website at the https://apptrkr.com/get_redirect.php?id=5452206&targetURL= with any questions.

Community College of Aurora Inclusive Excellence Statement:

CCA embraces Inclusive Excellence because we want our students, staff, and faculty to learn and contribute within an inclusive environment. This means members of our college community will be active, respectful, and mindful of equity, diversity, and inclusion at all levels of engagement.

Inclusive Excellence will provide a foundation for student and institutional success. Recognizing our diversity is only the first step toward Inclusive Excellence.

We must also be intentional in valuing cultural differences and experiences, while incorporating them into practices, curricula, and policies.

Welcoming, Respectful, Inclusive - Together, we are CCA.

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 agency's Annual Security Report. A copy of this information is available on the CCA website at the Student Right to Know page. 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.

ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Erica Hines at (303) 340-7231 or erica.hines@ccaurora.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.

Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA): The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonable accommodation for health conditions related to pregnancy or the physical recovery from childbirth. Candidates wishing to request reasonable accommodations must do so as soon as possible, preferably at least three days prior to the exam or interview. If you are an individual who wishes to request reasonable accommodations, please contact us at 303) 340-7231 or Erica.Hines@ccaurora.edu.

Non-Discrimination Statement: The Community College of Aurora prohibits all forms of discrimination and harassment including those that violate federal and state law, or the State Board for Community Colleges and Occupational Education Board Policies 3-120 and 4-120. The College does not discriminate on the basis of sex/gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, genetic information, marital status, gender identity, or sexual orientation in its employment practices or educational programs and activities. For information regarding civil rights or grievance procedures, contact our Title IX Compliance/Equal Opportunity Officer, Erica Hines, Chief Human Resources & Personnel Success Officer at 16000 E. CentreTech Parkway, Suite A207E, Aurora, Colorado 80011 or by phone at (303) 340-7231 or e-mail at Erica.Hines@ccaurora.edu.

To apply, please visit https://www.schooljobs.com/careers/auroraccco/jobs/4587765/administrative-project-support-specialist-apss

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