Graduate School Administrative Assistant

Welcome to the University of Colorado Colorado Springs (UCCS)!

Envision yourself in a collaborative, inclusive, and innovative work environment that has a deep commitment to position our graduates for success in their professional and personal lives. Visualize applying your energy and skills for an organization that respects and cares about its employees enough to offer some of the best benefits of the industry while encouraging every team member to grow, collaborate, and provide input on how to consistently make the workplace a place people love to work. Imagine working at a college that welcomes everyone - students, faculty, staff, and community members - regardless of their backgrounds, beliefs, or traditions.

This position supports the administrative and student services functions of the Graduate School by serving at the front desk and working with all Graduate School constituents. Work involves integrating, applying, and sharing knowledge related to the Graduate School at a professional level, as well as working with community members, graduate students, faculty, the Graduate School Dean, other Graduate School staff, and campus offices that collaborate with the Graduate School to accomplish its mission.

Who We Are:

The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 9,000 undergraduate and 1,800 graduate students. We have a strong focus in fueling student success by creating, using, and maintaining a multitude of different offices and programs. Overall, UCCS is constantly focused of preparing our students to have success in the future, and we understand that every single employee on our campus has a significant effect on that focus. Find more information about working at UCCS here: https://hr.uccs.edu/work-at-uccs.

The city, which was recently ranked as the number nine Best Places to Live by U.S. News & World Report in 2023, known as Olympic City USA, rests at the base of Pikes Peak, the inspiration for the song "America the Beautiful" and a must-see for residents and visitors alike. With a mild climate and 247 days of sunshine each year, the Springs boasts some of the state's best recreation opportunities. Find out more about living in Colorado Springs through the Visit Colorado Springs page: https://www.visitcos.com/.

Job Duties:

• Serve as the primary point of contact and professional support for supervisor, faculty, staff, prospective students, current students, outside agencies, and others regarding inquiries about the department.
  • Initiate and maintain clear and consistent communication with supervisor, office colleagues, students, faculty, staff, and other stakeholders.
  • Respond to inquiries, provide guidance, directions, and recommendations via email, phone, or in person.
  • Provide general information to prospective and current students about campus, program requirements and department contact information, as well as application processes.
  • Provide information regarding Graduate School policies & procedures.
  • Work closely with the Office of Admissions in providing support for graduate applications and admissions.
  • Use Campus Solutions, OnBase, and Salesforce to aid students with questions or concerns regarding their application or student account.

• Provide administrative support for the Graduate School including but not limited to:
  • Procure services through places such as the copy center and facilities.
  • Support the maintenance of faculty and student databases, including admission checklists, by logging completed paperwork and updating information into such databases.
  • Provide support of daily operations as needed (e.g., creating supply order lists, upkeep of storage room, and community spaces).
  • Aid with Graduate School events. Some events may occur after 5pm.
  • Support the Graduate School Dean and other staff as needed.
  • Perform additional administrative duties and Graduate School Projects as assigned.
    

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Job Competencies:

• Communicates and works with diverse individuals in a professional setting.
• Maintain confidentiality.
• Maintain the highest ethical standards.
• Communicate effectively in both verbal & written forms.
• Exceptional customer service skills.
• Excellent analytical and time management skills.
• Establish and maintain effective and collaborative working relationships.
• Ability to work collaboratively and independently.
• Manage multiple deadlines and sometimes competing priorities.
• Proficiency with Microsoft Office applications (Access, Word, Excel, and PowerPoint).
• Positive attitude and flexibility to function within a cross-functional team.
• Skilled in document management (creation, organization, maintenance and dissemination).
• Acute attention to detail and required follow-up, along with the ability to move from one task/duty to another without errors despite frequent interruptions.
• Ability to provide administrative support for multiple individuals.
• Ability to be flexible and adjust quickly to shifting demands.
• Ability to meet multiple deadlines and complete tasks in a timely manner.
• Ability to complete repetitive tasks with high accuracy and minimal errors.
• Ability to exercise judgment and independent initiative; handle time sensitive matters that require 
  concise problem solving and confidentiality.
• Ability to adapt to changing software systems, embrace new technology and able to quickly learn new software applications and productivity tools.

Work Location: On-site

This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

What We Offer:

Salary Range: Generally starting at $29,379 - $37,908 per year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The University of Colorado Colorado Springs offers excellent benefits, some of which include:

• Medical insurance, with the lowest cost option being $0 to the employee
• Dental, Vision, Life and Disability insurance
• Generous paid vacation and sick time accruals (14.67 hours of vacation and 10 hours of sick accrued per month, prorated if part-time)
• Mandatory retirement plans. Employees contribute 5% of their annual compensation. CU doubles that and contributes 10%
• Tuition Assistant Benefit available to you or a dependent
• Paid Parental Leave after 12 months of employment
• Off Campus Housing Resources

Tentative Search Timeline:

• This position is open until filled.
• The potential employee start date is 03/01/2024. 

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check. 

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

Please note that while the position details both required qualifications as well as preferred qualifications below, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications, have passion for the work, along with experience in a related field, you are encouraged to apply. We encourage on-the-job training for any additional skills or knowledge that become relevant to the position.

Minimum Qualifications:

• Experience in an administrative and/or customer service role.
• Demonstrated ability to independently perform the wide range of tasks associated with this position.
• Proficiency with Microsoft Office products (e.g., Word, Excel).

Preferred Qualifications:

• 2 years experience in an administrative and/or customer service role.
• Experience in higher education at a professional level.
• Experience with office management software (e.g., customer relations management, student information systems, financial, human resources).

Physical Requirements:

While performing the duties of this job, the employee is frequently required to sit. Employee is occasionally required to stand and walk. Tasks may involve looking at computer screen continuously for long periods of time, talking within normal range. The employee must occasionally lift and/or move up to 10 pounds.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date.  If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.