GPA Program Assistant - Classified

State of Colorado • Denver, CO

4d • Hybrid

About The Position

This position provides essential administrative, technical, and customer support for the Grants Program Administration Office. The role involves managing GAINS user access, troubleshooting system issues, supporting grant activities, coordinating projects, and maintaining key communications and resources. It is an excellent opportunity for someone who enjoys variety, customer service, and being a reliable point person. The purpose of this position is to support the administration of grants and awards by providing direct support to the Grants Program Administration Office. This position also provides support for implementing the grants management system, developing procedures for grant and award applications, and reviewing state and federal grants administered through the Colorado Department of Education. This position will handle administrative duties and responsibilities, including management of user access to GAINS, general office, and program support for federal and state grants administered through this work unit. These supports include travel arrangements, calendaring and scheduling; data entry and retrieval; file tracking and management; compiling and formatting content for internal and external communications; project management, equipment and supplies ordering and inventory, budgeting, purchasing and accounting processes and paperwork.

Requirements

• Four (4) years of relevant experience in an occupation related to the work assigned (administrative support, education, including teaching in K-12 and colleges/universities, administrative work done in schools, program support, office operations, grants administration support, or a closely related field) to this position.
• Providing customer service or technical support to internal and external users, including troubleshooting system-access issues (ex: call center experience).
• Supporting grant, award, education, government, or other public-sector programs.
• Managerial office experience, including calendaring experience.
• Processing purchasing, budgeting, accounting, payroll, travel, or reimbursement documentation.
• Coordinating projects, tracking tasks and deadlines, and maintaining organizational documents.
• Knowledge of using Microsoft Office Suite/Google Suite.
• Demonstrated knowledge of using spreadsheets, dashboards, project management, or task management tools or systems.
• Demonstrated ability to independently provide customer service, troubleshoot user access issues, and provide technical support for online software systems by following SOPs/written directions.
• Strong written and verbal communication skills.
• Strong attention to detail (proofing work, spelling, grammar, formatting, etc.).
• Demonstrated ability to effectively balance quality of work and productivity expectations.
• Demonstrated ability to effectively collaborate with internal and external customers (e.g. school districts, other CDE units).
• Demonstrated ability to prioritize and organize work to accommodate and meet the changing needs of the department and meet deadlines.
• Demonstrated ability to take initiative and exhibit a proactive approach to work.
• Demonstrated ability to identify problems and recommend solutions prior to the standard being jeopardized.
• Demonstrated ability to work independently, as well as on a team.
• Ability and willingness to travel.
• Must be willing and able to submit to the pre-screening process and pass a background check.
• Ability and willingness to independently determine, obtain means, and complete required commuting.
• Commuting to the CDE buildings will be required for business needs (typically at least two times a month).
• Work extended schedule per business needs
• Report to work location per business needs
• Required to independently determine and obtain means to complete travel requirements.
• Sign the acknowledgment form that this position is funded through federal funds and state funds and is subject to availability.

Nice To Haves

• Experience working in a school, education, or grants-related environment, including experience with fiscal processes or financial administration.
• Experience applying for or supporting applications for grant programs.
• Experience with grant writing, development, or application preparation.
• Experience using the Grant Administration Implementation and Navigation System (GAINS) or a similar grants management system.
• Experience using Smartsheet or a comparable project and workflow management platform.
• Experience with state government or public-sector purchasing processes, including P-Card administration or use.

Responsibilities

• Provide administrative support for the Grants Program Administration Office (25%)
• Maintains calendars and manages meeting schedules for the Grants Program Administration.
• Makes arrangements for and schedules meetings for GPA staff as needed.
• Completes all appropriate CDE forms to ensure timelines are met for GPA, requesting various arrangements to be made, including forms for approval and reimbursement for in-state travel and out-of-state travel.
• Organizes and prepares regular, internal meetings, such as unit monthly meetings, including arranging and securing meeting spaces, sending and tracking invites, and preparing agendas.
• Maintains records systems and electronic communication.
• Assist other offices and program consultants for meetings as time permits
• Provides general office, systems, and operational support for Grants Program Administration Office (50%)
• Supports the day-to-day operations of GAINS.
• Assists with and supports grant and award program activities such as application development review and supports programs with monitoring and technical assistance tasks through GAINS.
• Manages user access to GAINS including creating user accounts and roles for all Charter Schools, Community Based Organizations, and Nonpublic Schools, and tracking and completing access request form submissions.
• Troubleshoot internal and external user GAINS access issues and resolve questions or route to appropriate staff.
• Supports the creation of new organization profiles in GAINS by processing requests in coordination with the Grants Fiscal Unit.
• Maintains program, budget, human resources, and other files for GPA.
• Orders supplies as necessary for GPA.
• Assists leadership in estimating and tracking operations and travel budgets and payroll expenses.
• Provide supports for project and task management for the GPA leadership team
• Develops, maintains and updates office organizational documents and Smartsheet's
• Assist other offices and program consultants with administrative program support as time permits
• Supports internal and external communication for the Grants Program Administration Office (25%)
• Supports external communication efforts by: Responding to or routing incoming email from GPA’s GAINS and CGA email inboxes and phone requests from schools and districts.
• Coordinating drafting, finalizing, and submitting Grants Program Administration content for CDE’s external communications.
• Coordinating GPA GAINS Office Hours by managing Zoom meeting details and tracking scheduling and assignments of content.
• Leading Grants Program Administration Office website development and serving as primary point of contact with CDE web management.
• Coordinating accessibility processes and protocols for GPA and serve as GPA accessibility champion.
• Managing GAINS Home Page Announcements and Updates
• Updates and ensure accuracy of Annual Grants and Awards Forecast and Calendar
• Supports internal communication efforts by: Disseminating guidance and technical assistance relating to grants development and reviews.
• Participating in Grants and Awards Procedures Development and supporting drafting and dissemination of internal procedures.
• Compiling and organizing agendas, and distributing meeting notes.
• Serve as the designated staff member to check, retrieve, and deliver mail and packages for GPA.

Benefits

• Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.
• Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
• Employer paid short-term disability and life insurance
• Up to 160 hours of Paid Family Medical Leave (PFML)
• 11 paid holidays per year
• Competitive vacation and sick leave accruals
• Retirement through the Public Employees Retirement Association (PERA)
• Employer paid RTD Eco Pass (certain restrictions may apply)
• Paid professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree