State of Colorado · 11 hours ago
Program Assistant I - Enrollment & Retention.
Fort Collins, CO
Full-time
Hybrid
Entry Level
4+ years expThe State of Colorado is the largest community college in Colorado, known for its commitment to student success and diversity. The Program Assistant I will provide direct support to the Associate Vice President of Enrollment & Retention, managing office operations and collaborating with various stakeholders to promote student success and retention.
GovernmentNon Profit
Responsibilities
Serve as primary point of contact for the Associate Vice President (AVP) of Enrollment Management. Manage all enrollment management division-wide initiatives including meeting planning, renovation and relocation projects, division communication on policies and procedures, strategic planning, assessment, and budget initiatives. Implements procedures as they relate to the division and support the operations of the division
Coordinate and prioritize incoming communication, ensuring timely responses appropriate delegation
Prepare and distribute agendas, presentations, reports and other documents for meetings and presentations
Maintain accurate records and files ensuring confidentiality as necessary
Maintain current policy and procedure documentation, interacts with other departments, and organizations college-wide
Serve as a primary point of contact for internal and external stakeholders, exercising professionalism and discretion in all interactions
Manage email and calendar requests as needed for the Associate Vice President of Enrollment Management
Serve on the leadership team for the Enrollment Management division and assist AVP in organization and needs identified in the meetings
Communicate monthly with Enrollment Management leadership to gather information for the President’s Report
Assist the Associate Vice President in planning and organizing events, workshops, conference, and other engagements related to Enrollment Management
Coordinate logistics, such as venue booking, catering, audiovisual equipment, and guest support
Provide on-site support during events, ensuring smooth operations and addressing any last minute needs or changes
Order event supplies, set up spaces, organize volunteer signups and support day of events including evening and weekend events when needed
Facilitate and assist with college-wide processes such as the Institutional error process, college-wide trainings and development organization, facilitate college-wide purchasing for the college-wide Division of Enrollment Management, and other college-wide duties as assigned. Track project timelines, milestone, and deliverable, ensuring that deadlines are met
Collaborate with team members to gather data, conduct research, and compile reports as needed
Serve as a liaison between Enrollment Management Managers and Campus Leadership
Manage the updates and maintenance of division webpages and EWolf sites
Monitor progress on ongoing projects, proactively identifying and addressing any issues or obstacles
Provide onboarding, training and continued development for all Administrative Assistant staff across the division. This includes training all new staff on their administrative responsibilities as a part of the onboarding process
Facilitate division wide trainings regularly for division administrative staff on new processes or changes to processes, workflows, and timelines that impact administrative staff
Provide opportunities to engage administrative staff, on behalf of the AVP, in professional growth and development opportunities
Facilitate communication between the AVP and other departments, faculty, staff, students and external partners
Draft, edit, and proofread correspondence and reports on behalf of the AVP
Assist in the preparation of official communications, announcements, and presentations
Guide design, development, and edits for program materials
Coordinate emergency communications on behalf of the Associate Vice President’s office
Manage conflict and crisis and engages the AVP or Senior Director of Student Success as needed. Serve as primary contact to the AVP responsible for resolving problems as appropriate and refers to the AVP when appropriate
Serve as a first-responder in conflict or concern situations and contacts the AVP, Senior Director of Student Support & Conduct, or Campus Security as needed
Serve as the cost center administrator for the Associate Vice President, Enrollment Management budget accounts. Analyze, reconcile and track budget needs
Utilize Banner to run reports, reallocate P-Card purchases in Banner, assembling receipts and reconciling monthly P-Card statements
Propose budget recommendations and oversees appropriate allocations in all division accounts. Forecast, monitor, and track budgetary expenditures with final approval residing with the Associative Vice President. Complete all purchasing for the Associate Vice President’s office and support other Administrative Assistants in managing department budgets and spending, including training all new staff
Qualification
Required
Four (4) Years Of Experience Of General Clerical Or Administrative Services Experience, Which Includes One (1) Year Of Experience In Any Combination Of The Following: Providing administrative support to staff from various levels of an organization
Developing and facilitating training opportunities for staff
Managing or providing coordination for projects and events
Cultural Competence: Recognizes the need to become knowledgeable about the ways to communicate and support students of other backgrounds. Changes approach to reflect the new learning
Self-Starter: Take the initiative to determine daily tasks. Make independent decisions regarding prioritizing work
Customer Service: Provide support and assistance to the Associate Vice President, other staff across the College and students by answering questions, providing follow-up, resolving questions and problems that arise
Critical Thinking: Maintain confidentiality. Understand and interpret policies and procedures, and processes. Help others address challenges or issues
Interpreting and applying policies and procedures: Follow purchasing policies and procedures. Interpret policies that impact students
Technology: Knowledge of Microsoft Office Suite, WebEx, Banner, Ad Astra. Create and manipulate spreadsheets to extract data, communicating through email in an effective manner, schedule appointments and create and update forms
Attention Detail: Complete division forms, and travel packets. Update team site. Reallocate expenses
Establishing & Maintaining Relationships: Provide support to departments, employees, students, and vendors
Collaboration & Team Work: Success in achieving goals and projects
Time Management: Complete purchasing, reallocate expenses, process forms, update spreadsheets; update Banner
Event Planning: Schedule rooms, planning, managing, and facilitating events
Organizational Skills: Create and maintain electronic document folders
Must submit to and successfully complete a pre-employment background check as a condition of hire
Benefits
Medical, Dental, Vision, Life and Disability benefits, Health Benefits.
Strong, secure, yet flexible retirement benefits, Colorado PERA.
Access to a tuition reimbursement program for eligible employees, their eligible dependents and domestic partners at any of the 13 system community colleges.
Access to an Employee Wellness Program and Employee Assistance Program (CSEAP).
A comprehensive leave program, including: annual and sick leave, paid holiday and winter break (we are closed the week between December 25 and January 1.)
Access to an abundance of professional development opportunities at FRCC.
Opportunities to work remotely 1 day per week.
Company
State of Colorado
State of Colorado is a non profit organization.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Jeanni Stefanik
Chief Financial Officer
Alan Salazar
Chief Strategy Officer for Colorado Governor John Hickenlooper
Recent News
The Business Times
2025-05-07
2025-03-14
Company data provided by crunchbase