Student Affairs Assistant

University of Colorado Anschutz Medical Campus

Department:
College of Nursing

Job Title:

Student Affairs Assistant

Position #:  

- Requisition : #40552

Job Summary:

The University of Colorado Anschutz, College of Nursing has an opening for a full-time (1.00 FTE) Classified Staff position as a Student Affairs Assistant. The CU Nursing Student Affairs Assistant is responsible for a variety of duties and tasks in support of the Admissions and Student Affairs Team. Key responsibilities include supporting office operations, ensuring compliance with procurement policies, and overseeing budget reconciliation for the ASA team and supervising student workers/volunteers.

This role is vital for maintaining efficiency and effectiveness within the department. Other duties include providing administrative team support, performing data entry related to the admissions process, creating and revising office procedures, writing office procedure manuals, and designing forms. Assignments may include compiling and analyzing data, coordinating multiple concurrent activities, updating online resources and information, and managing inquiries and interacting with the public.

The Student Affairs Assistant cares for the needs of the prospective and current students, faculty and staff, guests, and vendors of the College of Nursing.

Key Responsibilities:

General Administrative Support (50%)

* Acts as a front desk receptionist for the Admissions and Student Affairs Team of the CU Anschutz College of Nursing and greets and assists internal and external visitors for the College. Answers general questions from students, faculty, staff, and other constituents.

* Manages central email inboxes for Admissions and Student Affairs, addressing inquiries and routing requests as required with an emphasis on timely, high-quality service.

* Assists current and prospective students by providing both verbal and written information on student services processes, including the application process, admissions, enrollment, financial aid, student resources and services, etc.

* Processes incoming Admissions and Student Affairs mail, voicemail, faxes, and other external communication as needed.

* Creating and revising office procedures and writing office procedure manuals, designing forms.

* Monitors office supplies/inventory of the Admissions and Student Affairs Team, including marketing collateral, event supplies, office materials, and promotional products, and reorganizes storage as needed. Analyzes and recommends on office operational needs, including equipment, workflow, and materials.

* Maintains Admissions and Student Affairs bulletin boards, brochure racks, and other information areas with transfer guides, career information, enrollment literature, etc.

* Schedules rooms for team meetings as needed.

* Hires, supervises, trains, and evaluates student workers. Assists in the management of student workers, including scheduling and job assignments.

* Manage the posting of information on the Admissions and Student Affairs intranet.

Procurement and Expenses (20%)

* Ensures compliance with established procurement protocols, including, but not limited to, small-dollar contracts, independent contractor/scope of work, purchase orders, and approved P-Card use.

* Utilizes purchasing systems (Concur, CU Marketplace, etc.) to place orders as necessary for Admissions and Student Affairs personnel.

* Reporting/tracking of student employee hours. Ensure that work hours do not exceed the budget or work-study allotment.

* Monitors Admissions and Student Affairs expenses by working with CU Nursing Finance to gather and report budget information; facilitating and monitoring invoices and purchase orders, scheduling and reconciling expenditures.

* Assists with fiscal year budget planning.

* Training ASA staff on the department procurement process to ensure ASA's operational needs are met. Consult CU Nursing Finance regarding college and university-level procurement processes.

Admissions/Recruitment Data Entry (15%)

* Performs data entry tasks associated with the intake of admissions supporting documents.

* Enters transfer credit for incoming students.

* Enters data from various sources into Admissions and Student Affairs databases with an emphasis on accuracy and consistent data entry practices.

* Participates in admissions events as needed to help facilitate the timely review of applications and decision notifications.

* Accurately evaluates application materials, organizes files, and coordinates information for a timely admission review.

* Provides comprehensive and accurate applicant statistical information (e.g., GPA) based on evaluation of academic credentials.

* Ensures that all applications adhere to the University and CU Nursing policies and procedures as they relate to admission requirements and application processing. Collaboratively resolves discrepancies in the application files prior to final admission being issued.

Event and Student Engagement Support (15%)

* Supports student affairs planned…