Administrative Assistant III

Department Information

The School of Humanities & Social Sciences (SHSS) provides undergraduate courses in general education, baccalaureate programs and two graduate programs for students enrolled at Adams State University. There are 25 faculty, the writing studio director, and the SHSS provides 11 distinct programs for undergraduate and graduate students. The administrative III position described here provides support for the faculty, students and staff of the SHSS.

The position supports the school director, department chairs, faculty, students, and public in activities associated with the delivery of its undergraduate and graduate programs.

• Clerical administrative support

  Perform necessary clerical functions to support the SHSS; answer phones, schedule appointments/meetings; direct inquiries to appropriate faculty or campus offices; make copies; complete appropriate paperwork associated with purchase and travel requisitions, instructor, room and/or course changes, prepare contract recommendations and submit to appropriate offices for approval. Serve as building steward. Additionally, collect and organize course syllabi each semester. Works with faculty to collect and organize course syllabi each semester, and assists with preparation and submission of the forms associated with curriculum revisions to the Curriculum Review Committee (CRC).

• Administrative support of financial accounting & budgets

  Develop and maintain appropriate Workday records associated with several school budgets (including clubs, grants, department operating and revenue share accounts within the SHSS). This includes maintaining all procurement card records. Assists faculty and students with proper procedures and fiscal rules for club and school events.

• Course Scheduling for all face‑to‑face programs

  Work with department chairs and director to develop, organize, edit and proofread course schedules and enter the data into Workday on a timely basis. In addition to campus classes, maintain and manage records for Adams State Online courses that includes assisting with new course development, collecting HR documentation, issuing faculty payment orders, tracking enrollment rosters, enter PAPs and make adjustments for prorated enrollments, and verifying receipt of incentive pay to specified budget accounts.

• Support Departmental Faculty and staff searches
• Resource and Information sharing

  Serve as a resource/information center for the SHSS. Continuously obtain and update information to enforce current policies and regulations. Keep abreast of activities within departments and the university for dispersal to students, faculty, administration and the public; direct personnel, equipment and supply deliveries. Act as a resource center of the departments and the university by providing information, answering questions, directing inquiries, locating personnel and equipment, relaying messages, and scheduling meetings and events.

This posting is only open to residents of the State of Colorado at the time of submitting your application.

G3A4XX
ADMINISTRATIVE ASSISTANT III

• Three (3) years of relevant experience in an occupation related to the work assigned to this position.
• OR
• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.

• 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.

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

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