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Scholar Advisor/Administrative Assistant

Metropolitan State University of Denver
Colorado, United States
Salary Not Specified
Posted date
Nov 8, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Academic Advising & Academic Support Services, Disabled Student Services, Other Student Affairs, Student Activities & Services
Employment Level
Employment Type
Full Time
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Posting Number A01813 Position Title Scholar Advisor/Administrative Assistant Position Number E00478 Salary for Announcement
The salary range for this position is $41,200 – $61,800 . The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

For more information on MSU Denver’s compensation structure, please visit Pay Grade
14 Employee Category Professional staff Department TRIO Student Support Services EClass Code Full Time Professional Staff Position Summary
Student Support Services is a Federal TRIO program that provides academic support for
low-income, first generation college students and students with disabilities at Metropolitan State University of Denver.

This position provides technical support to the Director of the TRIO SSS program, 2 professional staff and over 15 student workers. The position is responsible for implementing office operational procedures, managing records to ensure grant compliance, acting in accordance with institutional, state, and federal guidelines for purchasing and reporting; managing office budget and personnel records; ensuring compliance with federal guidelines for participants’ individual files and scheduling facilities and coordinating logistical support for SSS events and activities; and supervising student staff hired and assisting with office coverage and data entry. In addition, this position will provide academic advising, troubleshoot student issues, assist with career planning, along with the implementation of workshops and anything else that follows best practices for retention.

The TRIO Scholar Advisor/Administrative Assistant contributes to the mission of Student Support Services ( SSS ) and goals of MSU Denver by ensuring processes and budget management are in compliance with grant regulations; developing effective communication and working relationships with all staff, offices and agencies with which the program interacts; keeping the project director and staff apprised of all on-going and new processes and of potential problems/changes.

Metropolitan State University of Denver is an equal opportunity employer.

IND208 Duties/Responsibilities
•Support students from entry into the institution through to graduation by offering comprehensive advising and career planning.
•Assist with course selection, scheduling, and registration
•Help students with long-term degree planning
•Refer student to appropriate university resource
•Assist with outreach efforts to encourage student retention and persistence
•Interview potential participants, determine student’s program eligibility using Banner Student Information System and make recommendations on student’s acceptance to the program.

•Manage program records and ensure federal, state, and institutional grant compliance
•Create documents, manage document retention, and produce data for requested reports
•Use effective written communication and word processing skills to create, type, edit and submit office technical/non-technical documents forms and letters.
•Arrange staff travel and accommodations and prepare travel authorization for appropriate signatures.

BUDGET (30%)
•Manage budgeting and accounting for TRIO SSS and ensure compliance with federal, state, and university procedures.
•Monitor budget activity and track expenditures for all TRIO SSS expenses.
•Coordinate and monitor compliance with travel, expenditures, and budget transfers.
•Assist Director in preparation of budget requests.
•Continuously monitor office budget by verifying expenditure and deposit transactions posted to the university finance system and resolve discrepancies with university Accounts Payable office.
•Prepare and maintain documentation of all office expenditures to ensure compliance with university, state, federal budget regulations and policies.

•Recruit, hire, train and supervise student employees to assist with office coverage and other duties which include answering phones, scheduling appointments in Microsoft Outlook, greeting visitors, making appropriate referrals, collecting and distributing mail, entering data in SSS database system, and interacting with administrative staff.
•Supervise the Student Program Coordinator Position.
•Oversee scheduling facilities and coordinating events and activities of SSS including logistics, equipment, catering, speakers, and transportation if necessary, using attention to detail, good organizational skills, ability to manage multiple priorities and work well under pressure.
•Oversee the creating, editing, updating of invitations, flyers, brochures and other marketing materials as needed.
•Make certain that all events are publicized in a timely manner.
•Maintain records of all SSS student employees. Oversee time-sheet and payroll submission as prescribed by institution.
•With collaboration from SSS staff, create and implement a standard office procedure manual.

• Develop office procedures and manuals that follow federal, state and institutional guidelines for TRIO SSS programs
• Procure all office equipment, supplies, and educational materials.
•Confirm receipt of equipment and supply deliveries.
•Monitor distribution and usage of office supplies, ensure adequate amounts are consistently on-hand to prevent any shortages or urgent re-stocking and contact external agencies to resolve office record discrepancies.
•Negotiate and update equipment maintenance and supply contracts with vendors/distributors that have been determined to most effectively meet office needs.
•Monitor equipment operational status and request maintenance and services as necessary.
•Maintain proficient knowledge of current university, state, and federal purchasing and requisition procedures.

OTHER DUTIES AS ASSIGNED (5%) Required Qualifications
• Bachelor’s degree
• Experience with providing administrative support.
• Experience working with an organizational budget.
• Experience providing support and/or services to first-generation and/or undeserved student populations.
• Experience using computer-based student information system. Preferred Qualifications
• Supervision experience.
• Advising experience
• Experience as an administrative assistant
• Access Database Experience.
• Previous experience with referring students to campus resources
• Experience handling logistics for event coordination.
• Previous experience working with and being sensitive to the educational needs of a diverse student population
• Prior experience working in a federally funded TRIO program.
• Effective oral and written communications skills.
• Must have good organizational skills, attention to detail, and ability to manage multiple priorities and work well under pressure. Work Hours Posting date 11/08/2021 Closing date Closing Instructions Open Until Filled To ensure full consideration, applications must be received by 11:59pm (MT) 11/22/2021 Special Instructions to Applicants
IMPORTANT : In order to be considered as an applicant you must apply via the online application system, .

References refers to a list of three professional references and their contact information.

Official transcripts will be required of the candidate selected for hire.

The health and safety of students, faculty, staff and our prospective teammates are our highest priority and as an institution, we are required to have proof of vaccination on file for all employees.

MSU Denver is requiring all employees to provide proof of being fully vaccinated for Covid-19, or to submit an exemption and be subject to following the Covid-19 safety protocols. As an employee of MSU Denver, an exemption or lack of proof of vaccination will require you to submit to weekly Covid-19 testing starting the week of August 23, 2021.
Additionally, all institutions on campus are requiring that masks be worn indoors regardless of your vaccinations status. Talent Team Representative Sophia Montano Talent Team Representative E-mail Benefits
MSU Denver is pleased to offer our current and potential employees a wide array of benefit options. To learn more, please visit the following link:

Employee Benefits Offerings

Diversity Statement
Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 50% first generation students and over 45% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.
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