Administrative Assistant III
Full Time
Colorado Springs, CO
Posted
Job description
Department Information
GJJ-000211 04-23; Enrollment Service - Call Center
Pikes Peak State College is located at the foot of Pikes Peak in Colorado Springs, Colorado. PPSC offers broad programs in transfer, occupational, and preparatory subjects emphasizing student and community needs. Colorado Springs is a great city to both work and live.
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 info@governmentjobs.com addresses. If you do not have an email address, then you will receive correspondence via US mail.
NOTE: This i s a full-time position t hat services multiple campuses and will typically work Monday through Friday, 8:00 a.m. to 5:00 p.m. with varying hours, flexible/hybrid options, 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 are 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
JOB DUTIES:
Your application must provide a detailed description of your relevant work experience in relation to the following duties: This full-time position at the Enrollment Services Call Center will provide information in person, by phone or via electronic means to current and prospective students regarding all facets of student enrollment services from admissions through graduation. Primary functions include rotating between providing support via the call center, remotely, and in-person utilizing electronic services to students via phone, email, and text. Chatbot administration duties include training of the chatbot, adding new written responses to the chatbot knowledge bank, and responding to incoming live chats with students. Additional duties will require providing support for the Centennial Campus front counter. Flexibility is a must as the employee may be required to work from different campus locations or remotely.
Specific duties include:
Provide customer service to new and current students with all enrollment related processes, procedures, and information.
- Interaction with current and prospective students in person, over the phone, via email, text, chat or virtually.
- Advise, educate, and work with students to educate them in the use of online process of applying for admission, requesting transcripts, registering for classes, adding, and dropping classes, reviewing the status of student accounts, financial aid awards, and navigating the student portal, email, and use of the Navigate system.
- Explain residency classification information with students and its relation to the application process.
- Resolves student concerns, issues, disagreements and assists in mediating issues between students and coworkers.
- Content writer for chatbot and engage in live chat responses, collaborate with colleagues and departments across the college to grow the chatbot's knowledge bank and keep response information updated.
- Provide assistance and guidance in the areas of applying for financial aid, processing of financial aid, and maintaining financial aid.
- Educate students on the use of the online FAFSA and answer detailed financial aid questions.
- Review and verify financial aid documents for accuracy and submission into the Banner system for processing.
- Determine required additional information or documentation per federal and state regulations.
- Participate in new student orientation to explain financial aid and various student-related processes.
- Reviews and processes student records and related documents in Banner daily.
- Provide students with guidance on where electronic enrollment forms can be found on the PPSC website or student portal.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
MINIMUM QUALIFICATIONS: Three (3) years of general clerical experience utilizing Microsoft Office Word, Excel and Outlook applications. Interaction with students, faculty and staff requires this position to possess excellent interpersonal, organizational and customer service skills. To be considered for this position, your clerical experience, including Microsoft Office experience and customer service must be documented on your application.
Do not use "SEE RESUME" statements on application; your application must be completed in detail and clearly document your relevant work experience. (Part time experience will be pro-rated).
SUBSTITUTION: College or University course work from an accredited institution may substitute on a year-for-year basis for the general clerical/administrative service experience but not for the Microsoft Office applications experience. (YOU MUST SUBMIT A COPY OF YOUR UNOFFICIAL TRANSCRIPTS WITH YOUR APPLICATION BY THE CLOSING DATE IF YOU ARE APPLYING USING THIS SUBSTITUTION).
Applicants who wish to qualify based on education completed outside the United States must be deemed equivalent to higher education programs of U.S. institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application materials. NOTE: Pikes Peak State College does not recognize academic degrees from schools that are not accredited by an accrediting institution recognized by the United States Department of Education. Any applicant falsely claiming an academic degree from an accredited school will be subject to actions ranging from disqualification from employment consideration to removal from employment at the Pikes Peak State College.
PREFERRED REQUIREMENTS: Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following experience: Prior work experience in a Higher Education environment, supporting students, faculty and staff. Experience in a wide range of clerical responsibilities. Customer Service experience, providing assistance to a variety of customers. Proficient in Microsoft Office 365 Suite including: Word, Excel, and Outlook. Experience with student information systems like Ellucian Banner. Experience with conflict resolution, negotiating skills and problem-solving methods to resolve complaints at the lowest possible level. Effective interpersonal communication and experience working flexibly as an effective team player.
CONDITIONS OF EMPLOYMENT: Must submit to and successfully complete a pre-employment background check as a condition of hire. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide Pikes Peak State College, Office of Human Resources with an official disposition of the charges.
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 (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) 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) 866-3300; 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.
Supplemental Information
This posting may be used to fill one or more similar positions in the future.
Comparative Analysis Process: Your employment application will be used to rate your training and experience and to determine your rank among the candidates for this position. Other forms of testing may include eSkill, oral board, written, etc. subject to change based on number of qualified applicants. 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 attachments should address the described duties, minimum, and preferred 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 (e.g. application, transcripts, licensure, supplemental questionnaire, etc.). Failure to include the required information by the application deadline will result in your rejection from consideration of the position.
IMPORTANT NOTE TO APPLICANTS: Former employees of the Colorado Community College System or one of its 13 colleges, who were disciplinary terminated or resigned in lieu of termination, must disclose this information on your completed application.
For information regarding Pikes State College Security, including crime statistics for the Centennial, Downtown Studio, and Rampart Range campuses and surrounding area, please see the PPSC Department of Public Safety’s website at: https://www.pikespeak.edu/administration-operations/campus-police/ For a hard copy report please contact Human Resource Services at 719.502.2600.
Equal Opportunity Employer: The Colorado Community College System 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, gender identify, or sexual orientation in its activities, programs, or employment practices as required by Title VI, Title VII, 1964 Civil Rights Act; Title IX, Education Amendments of 1972; Age Discrimination in Employment of 1967; Section 504 of the Rehabilitation Act of 1973; Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) of 1974, Pregnancy Discrimination Act of 1978; Genetic Information Nondiscrimination Act of 2008; and the Americans with Disabilities Act (ADA) of 1990.
Americans with Disabilities Act (ADA) Accommodations
Pikes Peak State College 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 Associate Vice President of Human Resource Services, Michele Hodge, at Michele.hodge@pikespeak.edu or call (719) 502-2313.
If you are an individual who wishes to request reasonable accommodations for an exam, refer to the contact information on the exam scheduling notice or on the specific job announcement.
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.
If you are an individual who wishes to request reasonable accommodations for an exam, you must do so at least three days prior to the administration of the exam. Please refer to the contact information on the exam scheduling notice or on the specific job announcement.
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