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Administrative Coordinator, Facilities

4 months ago

Tucson, United States Pima Community College Full time

The Administrative Coordinator performs program duties in assigned areas by coordinating multiple or complex processes that require analytical decision-making skills. Manages and implements facilities use events for internal and external clients for all campuses. Provides information and assistance to the college and the public. Creates presentations in multiple formats. Generates reports, requisitions, purchase orders, and invoices. Updates and manages department files and records. Schedules department meetings.

**Duties and Responsibilities**:

- Supervises Events Service staff member and part-time temporary staff to include prioritizing and assigning work. Participates in hiring, training and recommending disciplinary action of staff, as necessary. Troubleshoot logistics for events with staff.
- Manages staffing for the unit to include creating organizational charts, managing the database and keeping accurate records of current positions, vacancies and any staffing changes. Creates any documentation needed. Provides data to the Director’s for their areas when needed.
- Coordinates the recruitment process that includes submitting the recruitment requisition, scheduling, preparing all interview material, documentation after interviews, completes hiring selection process.
- Maintain and develop materials for the internet, Intranet and Communities page.
- Keeps current with policies and procedures for College systems and serves as a clearinghouse for inquiries and support, making referrals to appropriate areas as needed. Advises Directors, Managers and staff of support implications when operational changes are considered.
- Attends meetings, committees, task forces, and work groups. Coordinates agendas and creates minutes as requested by AVC and Directors.
- Plans, coordinates, and facilitates leadership meetings. Facilitates special events and activities. Maintain contact with external agencies to promote the use of the association and its members.
- Orders and maintains materials and supplies.
- Researches, develops and creates complex reports, presentations, and talking points.
- Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, and data as requested.
- Manages workflows, determines deadlines, provides training, and communicates a variety of information to college employees.
- Maintains records following record retention guidelines.
- Takes initiative, responds to changing priorities and facilitates resolution of issues as they arise.
- Performs all other duties and responsibilities as assigned or directed by the supervisor.

**Job Requirements**:

- High school diploma or GED **and**:

- Associates Degree/Vocational or technical training in office management **and**:

- Three to five years of related experience providing technology general office support

**or**
- An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above

**Preferred**:

- Bachelor’s degree and/or advanced certification in administrative support or related area
- Knowledge of regulatory compliance principles and practices
- Knowledge of administrative procedures and practices
- Knowledge of internal and external customer service principles and practices
- Skill in effective communication (both written and oral)
- Skill in independent decision making
- Skill in organization, coordination and management
- Skill in performing a variety of duties, often changing from one task to another of a different nature
- Ability to adapt and maintain professional composure in emergent and crisis situations
- Ability to develop and maintain effective and positive working relationships
- Ability to operate relevant equipment required to complete assigned responsibilities for the position