Administrative Assistant III at CCA

About the role

This full-time position supports the Registration and Enrollment Management and Completion Division in the One-Stop Enrollment office. The role provides guidance on admissions applications, registration processes, COF procedures, and graduation support while communicating effectively with internal and external customers in both written and verbal formats.

Responsibilities

• Process pending applications in Banner and Recruit systems
• Review applications in SAFE software to identify potential fraud
• Aid students with admissions applications in-person and by phone
• Generate and review daily new applicant reports
• Notify students potentially eligible for in-state tuition based on military service, dependency status, citizenship type, undocumented status, or WUE eligibility
• Guide students through tuition classification forms and appeal deadlines
• Archive student communications and maintain detailed notes
• Process tuition classification forms as primary staff member
• Apply knowledge of state and federal regulations related to applications and tuition classification
• Process COF query files daily
• Contact students with missing COF information weekly and resolve data issues promptly
• Complete COF reconciliation and invoice files accurately and on time
• Submit COF appeals and submit COF corrections bi-weekly
• Submit invoice files by CDHE-required deadlines
• Process COF reconciliation files at semester end
• Communicate with students missing COF documentation monthly until resolved
• Maintain documentation and update notes for all COF corrections
• Aid students with adding, dropping, withdrawing, and waitlisting classes
• Support application completion, email login, and password resets
• Serve as front-line staff for all registration, records processes, and form completion
• Support Graduation Processor during peak seasons (primarily April and May)
• Process graduation applications in Banner
• Verify students' current programs and completed coursework
• Communicate missing coursework requirements to students
• Perform data entry with attention to detail
• Prepare transcripts for evaluation and index documents to BDM
• Utilize Excel and mail merge functions as needed
• Provide backup support for registration phone queue
• Respond to inquiries sent to Registration and International Student email accounts
• Scan, upload, and index Registration, Records, and Advising documents into BDM

Requirements

Minimum Qualifications: Experience Only - Three (3) years of general office or clerical experience, including at least one (1) year of experience using Microsoft Excel or a similar spreadsheet program to organize, analyze, and report data. This may include creating and maintaining spreadsheets, using formulas/functions, sorting and filtering data, generating charts or simple reports, and preparing data for sharing with others. Daily interaction with students, faculty and staff require that this position have strong interpersonal, communication and organizational skills. Computer literacy is a must. Effective verbal and written communication skills are necessary for success in this position.

Qualifications

Preferred Qualifications: We prefer the ideal candidate to have experience in higher education, particularly in student services or enrollment management. Familiarity with the Banner system is not a requirement but experience with student customer service management (CRMs) systems is desired. Demonstrated experience serving diverse student populations is a valued asset for this position.

Benefits

Note: This full-time position is in-person with no remote options available. Work hours for this position will be Monday through Friday from 8:00 a.m. to 5:00 p.m. May be required to work occasional evenings and weekends for special events.

Pay

The pay range for this position is $40,000 - $50,000 annually.

Schedule

The schedule for this position is Monday through Friday from 8:00 a.m. to 5:00 p.m.