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Administrative Coordinator

4 weeks ago

Avondale, Arizona, United States Maricopa Community College District Full time


Administrative Coordinator

Job ID: 321048
Location: Estrella Mountain Comm College
Full/Part Time: Full Time
Regular/Temporary: Regular

Salary Range

$23.17 - $30.12/hourly, DOE

Grade

113

Work Schedule

Schedule is based on the operational needs of the department and EMCC.

To best serve the students, department, and college, this position requires physical presence on campus.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

The Vice President of Academic Affairs (VPAA) at Estrella Mountain Community College (EMCC) is hiring an Administrative Coordinator to provide high-level, executive support to the Office of the VPAA including all direct-report departments and the President's Office, as needed.This position is responsible for planning, organizing, coordinating, and overseeing a variety of moderately complex and varied general and administrative/office support functions that are essential to the accomplishment of the work within the executive office of Academic Affairs. This position regularly communicates with diverse stakeholders across the organization including district office, faculty, and community and business leaders.As a project lead assigned to various events/programs/projects/initiatives, this position also monitors budgets, organizes processes, facilitates communication and event coordination.Additional Information

Candidates who are selected for an interview will be required to complete a skills assessment as part of the evaluation process.

Essential Functions

40% Executive SupportPerforms administrative and general office activities in support of assigned executives and programs; acts as the primary point of contact for external and internal stakeholders and responds to inquiries; ensures confidentiality of information and safeguards the security of data and records; maintains executives' calendars with accuracy, makes travel arrangements, including transportation, schedules, reservations, itineraries and travel requisitions.20% Project CoordinationCoordinates and troubleshoots assigned projects, programs, and initiatives; updates stakeholders on progress; ensures deadlines and timelines are met; oversees special projects to ensure compliance with State and MCCCD District policies and procedures; and stays up-to-date on training, regulations, policies, and procedures; leverages various technology solutions to coordinate project efficiencies.15% Financial ProcessesPurchases supplies and equipment; tracks expenditures through requisitions, purchase orders, or procard; creates and reconciles travel expense reports; researches and communicates discrepancies to the business services division; manages receipt, storage, and distribution of supplies.15% Communication and ReportingPrepares meeting invitations, agendas, documents, and notes; attends meetings and follows up on commitments made; creates forms, templates, presentations, training materials, and correspondence; submits reports and data, including charts, graphs, directories, databases, and summaries; researches and reviews policies and procedures to ensure compliance.10% Other duties as assigned commensurate to the grade of the position.Minimum Qualifications

Associate's Degree from a regionally accredited institution and three (3) years of full-time equivalent advanced administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff.ORHigh School diploma from a regionally accredited institution and five (5) years of full-time equivalent advanced administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff.Desired Qualifications
  1. Experience in providing administrative support to an Executive Level leader and/or Executive level team and acting as a primary point of contact for high level executive(s) such as, management of phone calls, electronic communications, and interfacing with in person guests
  2. Experience composing, designing, formatting and editing documents, correspondence, presentations and other communication materials using Microsoft Office Suites, Google Workspace Apps and virtual meeting programs
  3. Experience in meeting planning including high level protocol, note taking, technology, agenda communication, pre and post meeting follow up, and facilitation.
  4. Experience managing multiple executive level schedules/calendars that require high level organization and attention to detail with a constant rearranging of priorities.
  5. Experience in project management, meeting planning, scheduling, and communication with key executive(s), with an ability to organize and coordinate multiple concurrent projects.
  6. Experience in monitoring and tracking budgets, coordinating travel arrangements, financial reconciliation, purchasing
Special Working Conditions

May view a computer monitor for a prolonged period of time.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 filledEstimated first review on February 24, 2025 Must apply by 11:59 P.M. on February 23, 2025, to be consideredIf 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=321048&PostingSeq=1

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