Assistant Admin Jobs in Highlands Ranch, CO (NOW HIRING)

This entry level position exists to assist the university's Corporate Card Administrator and Campus Liaison and Financial Trainer with daily tasks, as well as to audit Procurement Card Verification reports submitted by campus cardholders.

Duties & Responsibilities

35% - Assist Corporate Card Administrator

This position will assist with:

• Responding to incoming emails.

• Pulling test results for cardholders, sending emails to cardholders with test results, and updating tracking spreadsheets.

• Sending applications and cardholder agreements to new or existing cardholders.

• Reviewing incoming applications and cardholder agreements to ensure they are fully complete and signed.

• Setting up and maintaining new cardholder record files.

• Logging terminated employees for Corporate Card Administrator to close cards.

• Sending incoming cardholder email requests to proper approval authorities for items such as limit increase requests, gift card requests, etc.

• Maintain cardholder files; completes and maintains orderly list of active corporate card participants and up-to-date cardholder email list.

• Checks Workday feeds from Wells Fargo daily for any loading transaction errors and makes corrections.

• Closing corporate cards in Workday (in the cardholder's profile) after all transactions are fully approved and the card is closed at Wells Fargo.

35% - Assist Campus Liaison and Financial Trainer

This position will also assist with:

• Updates to existing training to include any Workday system updates or changes made to Workday procedures and reports.

• Testing for the implementation of new training methods in Workday and Canvas, as well as set-up and maintenance of these new methods once implemented.

• Assist with updating spreadsheets for logging completed training.

• Training communication: Communicate with Financial Trainer, Corporate Card Administrator and Front Desk when completed training is added to logs.

• Back up for Office of the Controller Help Desk, including answering questions from university personnel regarding Accounts Payable, Accounting Services, Procurement card, Travel card, Workday, and reporting tools.

• Provides guidance on system access, referring employees to the ITS TDX Ticketing System when needed. This will include directing questions to appropriate departments inside and outside of the Office of the Controller.

• Work with Financial trainer on training courses that are provided to serve as backup when needed.

15% - Assist Procurement Card Auditor

Audit Procurement Card Verification reports in Workday to:

• Ensure purchases follow our fiscal rules.

• Ensure purchases follow our corporate card and purchasing guidelines.

• Verifying key factors for accuracy - such as ensuring proper and complete documentation is attached, and proper worktag combinations are being used.

• Tracking and recording violations, such as missing illegal purchases, ITS pre-approvals, and frequent tax violations.

• Communicating with Cardholders directly about discrepancies or missing information in their reports.

• Maintaining current written procedures and logs.

• Record Gift & Gift Card Logs and Student payment questionnaires. This process includes sending monthly reports to Financial Aid.

10% - Assist with review and approval of Workday Invoices over $1,000 and up to $25,000 daily

5% - Other duties as assigned

Position Competencies:

• Demonstrates values-based leadership by modeling CADRE values, building trust through self-awareness and emotional intelligence, seeking feedback, and navigating conflict productively.

• Ensures operational effectiveness by managing priorities, time, and resources responsibly, adhering to policies, delivering measurable results, and meeting performance expectations.

• Aligns individual work with team and departmental goals by contributing to shared priorities, seeking clarity, and adapting to change in support of the 2030 Strategic Plan.

• Practices collaboration by communicating clearly, checking for understanding, building strong relationships, and engaging diverse perspectives to achieve shared outcomes.

• Advances equity and belonging with awareness of culture and potential biases, listens openly to diverse perspectives, contributing to respectful and inclusive work relationships.

• Innovates by developing professional skills, staying informed on relevant trends, and identifying opportunities to improve processes and outcomes.