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Administrative Specialist

Maricopa Community Colleges – Maricopa County, AZ

Salary Range

$14.42 - $17.73 /per hour, DOE

Grade

107

Work Schedule

Monday - Friday, 10:30am - 7:00pm Monday - Thursday, 8:30am - 5:00pm Fridays

Schedule may vary depending on business needs

Summer schedule: 7:30am - 6:00pm Monday - Thursday. Friday off

Work Calendar

12 Months

Job Summary Performs a wide variety of technical and administrative tasks for the Bus/IT Division; provide administrative support for the day-to-day operations of the Division; secretarial and administrative duties requiring coordination of activities with frequent contact with campus, community or business leaders.
Paradise Valley Community College is a Learning Centered College that supports a diverse and inclusive environment where mutual respect, equity and understanding and incorporating views from dissimilar frames of reference are encouraged and valued. (https://www.paradisevalley.edu/diversity-and-inclusion) and (https://www.paradisevalley.edu/learning-centered-college) Essential Functions

25% - Provide administrative support the Division Chair and Department Supervisors. Prepare and maintain confidential correspondence, reports, files and records, prepare faculty evaluation documents and meeting minutes. Organize evaluations list per semester and multiple event checklists such as Advisory Council, Student Success Showcase, etc. Contact faculty class substitutes, compile new-hire documentation and certification, assuring consistency with HR requirements. Retrieve confidential reports from campus databases, enrollment reports for cancellations and late start class reports.

20% - Maintain current class schedules, calendars, logs and meeting resources to benefit students, faculty and staff. Retrieve reports from campus databases for Enrollment and Late Start Class lists, employee ID s spreadsheets, etc. Arrange textbook orders. Position includes activities such as event coordination; securing signature authorizations, obtaining vendor services, and arranging for room set-up, take-down and payment of fees.

20% - Create and reconcile purchases; process and validate data, invoices, and transactions; upload receipts and documentation in appropriate financial system, and other databases. Monitor and track expenditures on spreadsheets, verify funds on official function forms for events. Order office supplies, contact vendors for specialty items and catering for events. Handle petty cash vouchers and receipts; create/data enter information for contracts for temporary employees and division adjunct faculty events.

20% - Provide information when completing forms and documentation for processing course waivers and student permissions such as reinstatements, waivers, overrides and late-enrollments, HR procedures for new hires (Adjunct faculty, and documents for temporary workers).

10% - Communicate, revise and distribute information to faculty and staff regarding deadlines, policies and procedures, place Helpdesk requests as needed, operate and maintain standard and specialty office equipment.

5% - Handle other related duties as assigned.

Minimum Qualifications

Associates Degree from a regionally accredited institution and one year of clerical, administrative office support or related experience.

OR

An equivalent combination of the conferred degree and directly related full-time work experience as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered.


Desired Qualifications

1. Two or more years of administrative or secretarial experience in an academic department or division

2. Experience maintaining databases such as access.

3. Experience with computer office application programs such as MS Office, adobe, Google docs

4. Experience maintaining financial entries, expenses and budgets in a system such as Financial Management System (FMS), Banner or similar

5. Experience with organizing meetings and school event logistics.

6. Experience with organizing meetings and school event logistics.

7. Experience working with diverse populations in community colleges and/or universities.

Special Working Conditions

Prolonged sitting and viewing of computer monitor; may require lifting up to 20 lbs. Some local travel may be required.

Hours: 10:30 am -7:00pm M-Th 8:30am-5pm Fridays (Summer: 7:30 am 6:00 pm M-Thursday)

Schedule may vary depending on business needs

How to Apply

Applicants are strongly encouraged to submit a cover letter that details how the applicant meets minimum and desired qualifications. A cover letter may further highlight an applicants knowledge, skill and ability.

Please ensure your resume and cover letter provide the following items:

  • Clearly illustrate how prior experience, knowledge and education meet the minimum and desired qualifications for this position.
  • Provide employment history in a month/year format (e.g., 09/07 to 10/11) including job title, job duties, full or part time and name of employer for each position.
  • Three professional references, preferably current and/or former supervisors. If references are not provided in resume upon application, they will be requested at time of interview.
Posting Close Date

Apply on or before 06/25/2019 to be considered.


EEO Information

Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.

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