Data Specialist

Colorado State University
Fort Collins, Colorado, United States
17 Mar 2017
End of advertisement period
14 Apr 2017
Contract Type
Full Time

Description of Work Unit

The Access Center (TAC) is comprised of 6 programs: Upward Bound, Educational Talent Search, Educational Opportunity Center, Bridge Scholars Program, Reach Out and the Alliance Partnership.

As part of its Land Grant Mission, Colorado State University is committed to making education accessible to those who, due to economic or social conditions, have not previously been offered full participation in post secondary education. It is with this mission in mind that the Access Center was created.

The Access Center strives to develop the talents of those who have been traditionally underrepresented in higher education (first generation, low income, ethnically or racially diverse, and non-traditional age) during their pre-college years by:

o Nurturing college bound aspirations
o Increasing academic skills and motivation
o Reaching out to Colorado’s historically under-served secondary students
o Facilitating the college application, enrollment and student aid process
o Assisting in the transition to college supporting retention efforts

Position Summary

This position specializes in supporting the data documentation, enrollment research and reporting required of the Federally funded TRIO programs which are run by the Access Center. The position knows the business function, ensures compliance with standards and rules, enters and verifies data ensuring that source documents are valid and proper, troubleshoots and reports problems to the system administrator, and is able to explain to and train others on systems, rules and procedures. Continuation of this position is contingent upon continued Federal funding annually.

Minimum Qualifications

To be considered for this position, applicants must have:

  • One full-time year (12 months) of experience applying program rules and procedures for entry, retrieval, review, revision, and manipulation of data in a multi-agency computerized information database.

Preferred Qualifications

Highly sought applicants will have many of the following:

  • High School Diploma with a minimum of 2 years clerical / administrative experience OR High School Diploma with a minimum of 3 years clerical support experience for a TRIO project
  • 2 years of demonstrated experience working with Access database programs, including query building
  • 2 years professional experience with providing customer service as well as responding to inquiries and requests for general program/office information
  • Experience working in Excel and Word
  • Experience in maintenance of program records & computer data on participant eligibility, numbers, and services
  • Strong knowledge of data systems and ability to create queries and run reports as needed
  • Experience working with low-income, first generation and under served populations
  • TRIO Federal Grant experience preferred
  • Detail oriented
  • Strict Confidentiality experience and abilities

Essential Job Duties

Job Duty Category Data Entry and Analysis Duty/Responsibility

Analyzing, coding and recording participant eligibility; data entry, updating and editing participant electronic records; scanning and indexing; preparation of participant files, filing of documents, purging and maintaining paper files.

Percentage Of Time 45% Job Duty Category Research and Verification Duty/Responsibility

Research and enrollment verification of program participants in college by tracking through use of the Internet, batches of information from the Clearinghouse, or communication with colleges/universities. Review and analysis of data found in the National Student Clearinghouse to discover whether the programs meet the requirements of our Federal grants.

Percentage Of Time 20% Job Duty Category Quality Control Duty/Responsibility

Querying data for the purpose of quality control, verification of data and system operations; printing student rosters, finding inconsistencies in data, special queries at the request of counselors, supervisor or Director, printing computer generated reports monthly

Percentage Of Time 20% Job Duty Category Communication Duty/Responsibility

Engaging in communication with project staff for the purpose of gathering/exchanging program and participant information, gathering requests for data, collecting missing data, resolving data errors or inconsistencies, clarifying policies and procedures, and providing program reports. Processing program mail and internal forms and documents.

Percentage Of Time 15%

Application Details

Special Instructions to Applicants


  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience.
  • The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.


  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
    • Positions requiring a degree or if using education as a substitution for work experience (eg: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.


  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.


  • The selection process for State Classified positions may include an exam(s), which requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at


Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at

A standard appeal form is available at: If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.