Administrative Specialist Senior

Maricopa Community College district
long term disability, tuition reimbursement
United States, Arizona, Avondale
Nov 04, 2024
Administrative Specialist Senior Job ID: 320715 Location: Estrella Mountain Comm College Full/Part Time: Full Time Regular/Temporary: Regular Salary Range $18.91 - $24.58/hourly, DOE Grade 110 Work Schedule Schedule is based on the operational needs of the department and EMCC. Work Calendar 12 Months Maricopa Summary Are you looking for a place to work where you can make a real difference in the lives of over 200,000 college students every year? Would you like to be part of an organization that adds $7.2 billion dollars to the economy and supports nearly 100,000 jobs in the fastest growing county in the United States? Whether you're teaching, working, or learning Make It Happen At Maricopa County Community Colleges! About Us What's Currently Happening at Maricopa Many of our campuses have received grant awards through the National Science Foundation to improve undergraduate STEM Education: Hispanic-Serving institutions program (HSI Program). Commitment to diversity, inclusion, equity and employee groups to create an environment of shared governance One of the largest community college systems in the country 2020 Healthy Arizona Worksites Program recipient Named 19th Best Employer for Women by Forbes 2019 No. 42 in Arizona's Best Employers Benefits The Maricopa County Community College District (MCCCD) is committed to providing you with a competitive, comprehensive benefits program that provides the care you and your family need to lead healthy and productive lives. Our benefits are designed to provide support for every life stage and lifestyle in our community. Benefits & Perks Options: 20 paid observed holidays Arizona State Retirement System (ASRS) & 12% Employee Contribution Match (Pension, Long Term Disability, and Health Insurance) Paid vacation, sick, and personal time Maricopa Employee Store: Perks & Gears (exclusive discounts and offers for Maricopa Community Colleges faculty and staff) Annual professional development growth funding Tuition reimbursement for employees and dependents Flexible work schedules Maricopa Employee Health & Wellness Program: Sight-On-Site Eye Care Services Diabetes Empowerment Education Program Mobile On-site Mammography Screenings Employee Assistance Program (EAP) Wondr online program that teaches clinically-proven, healthy habits that lead to less stress, better sleep, weight loss, and more. Pre-Retirement Events Public Service Loan Forgiveness (may forgive the remaining balance on a federal student loan made directly by the U.S. Department of Education after qualifying). 10+ Maricopa Affinity Resource Employee Groups (Celebrates diversity, embraces inclusion, and supports employees, students, and community!) Job Summary Estrella Mountain Community College (EMCC) is hiring an Administrative Specialist Senior. This position provides advanced administrative office support, and/or program coordination activities for the Occupational Education division. This position acts as the first point of contact to receive/respond to inquiries and requests. Essential Functions 55% Provides primary administrative support for the following institutes: Administration of Justice, Automated Industrial Technology, Business, Culinary, Teacher Education, and Speech and Language Pathology (SLPA) Administrative support includes the following: Coordinates and maintains textbook organization, office supplies, and mail pick-up, appointment scheduling. Fiscal responsibilities that include creation of purchase orders, department credit card purchases, division budget(s) monitoring, and financial record keeping Files and maintains confidential personnel records Assists with hiring and onboarding of new adjunct and residential faculty. Maintains academic records/files that are required for institutional accreditation Maintains distribution email lists for division and adjuncts Supports the division through business systems such as FMS, SSRS, HCM, SIS, Google Calendar/Drive/Sheets/Slides/Docs, R25 reservation system, etc. 25% Provides strong customer service, interaction, and support for the following to include but not limited to students, faculty, community members, vendors, and college staff. Customer service, interaction and support include the following: Acts as a first point of contact for the Occupational Education division Receives and responds to inquiries and information requests on faculty schedules and contact information, course offerings, etc. Resolves issues or refers requests to appropriate person or department Supports residential and adjunct faculty by collaborating with faculty and other staff when needed/requested Accesses class rosters and data upon request by faculty Problem-solves daily to keep division working smoothly. Assists students and faculty with enrollment issues and provides courtesy calls to students regarding scheduling changes. 10%. Assists with the planning and implementation of various division events/programs. This includes: Assists with designing divisional promotional materials. Provides technical assistance on projects and programs. Attends meetings as needed and takes minutes. Creates function forms, collects signatures, and pick up of supplies/food as needed. 10% Performs other duties commensurate to grade level of position. Minimum Qualifications Associate's Degree from a regionally accredited institution and two (2) years of full-time equivalent administrative office support or related experience providing a wide variety of secretarial, administrative office support, and/or administrative coordination activities. OR High school diploma/GED and four (4) years of full-time equivalent administrative office support or related experience providing a wide variety of secretarial, administrative office support, and/or administrative coordination activities. An equivalent combination of education and/or directly related work experience sufficient to successfully perform the essential duties of the position, unless otherwise subject to any other requirements set forth in law or regulation, may be considered. Desired Qualifications A. Three (3) years of full-time administrative office support or related experience providing a wide variety of secretarial, administrative office support, and/or administrative coordination activities. B. Three (3) years of experience with purchasing processes using a Financial Management System (FMS) or other financial software. C. Three (3) years' experience with entering and editing academic course schedules for multiple programs within an academic division, using a Student Information System / other scheduling software. D. Three (3) years of experience in maintaining academic and personnel records to include the organization of data using physical and electronic filing systems. E. Three (3) years of experience providing customer service to internal and external constituents F. Three (3) years of experience using multiple computer software programs such as Google tools, Excel, Microsoft Suite, Adobe, Photoshop, and InDesign to create documents, spreadsheets, flyers, programs, posters, etc. Special Working Conditions Ability to lift up to 25 pounds with or without a reasonable accommodation. How to Apply Applicants are required to submit a cover letter and resume showing how the applicant meets the minimum and desired qualifications. All minimum requirements must be met at the time of the application. Additional materials will not be accepted after the job posting has closed. Missing materials or incomplete employment history will not be considered. Please ensure your materials clearly provide the following information. Clearly illustrate how prior experience, knowledge and education meet the minimum and desired qualifications for this position. Indicate whether former or current employment is Full-Time or; Part-Time employment, to include Adjunct or Associate Professor (must include number of hours worked, contact hours or load) Provide employment history in a month/year format (e.g., 09/07 to 10/11) including job title, job duties, for each position held 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 Open until filled Estimated first review on November 11, 2024 Must apply by 11:59 P.M. on November 10, 2024, to be considered If unsuccessful in finding a candidate during the initial review a subsequent review date will be determined EEO, Title IX, & Clery Act 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. Title IX of the Education Amendments of 1972, states: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance." The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators. The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act. To apply, visit https://jobs.maricopa.edu/psp/MCPAHPRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1000&JobOpeningId=320715&PostingSeq=1 jeid-ff07151fb0fbcf42a9c9174644932652