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Program Management Assistant II

2 months ago

Phoenix, Arizona, United States Arizona Official Website of State of Arizona Full time

Job Overview:

This role is essential in delivering administrative assistance to the Operations Director and the Finance Director within the Exceptional Student Services division.

Key Responsibilities:

  • Handle incoming communications, ensuring they are directed to the relevant departments.
  • Coordinate calendars, schedule meetings, and organize travel logistics.
  • Support divisional personnel with various projects and initiatives on a daily basis.
  • Assist in the creation of program-specific reports and manage inquiries and correspondence.
  • Engage in annual evaluations of programs.
  • Gather and organize qualitative data, contributing to database development, website management, and data interpretation to support state performance reporting.
  • Research, interpret, and draft policies and procedures in alignment with legislative requirements and program regulations.
  • Oversee communications and timelines for data collection to ensure compliance with IDEA and public reporting standards.
  • Facilitate out-of-state travel arrangements for Directors and staff.
  • Prepare necessary documentation, collaborate with project management to register participants, and ensure all arrangements are communicated effectively.

Required Knowledge, Skills & Abilities:

Knowledge:

  • Familiarity with computer systems and telecommunication hardware/software.
  • Experience with Content Management Systems.
  • Prior experience in administrative support roles is essential.

Skills:

  • Strong interpersonal skills for effective public and customer relations.
  • Proficient time management strategies.
  • Excellent oral and written communication abilities.
  • Organizational skills for scheduling, coordinating, and transcribing.
  • Experience with database queries.
  • Problem-solving capabilities.
  • Advanced proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.

Abilities:

  • Quickly assess situations and respond with tact.
  • Build trust and confidence among stakeholders.
  • Establish and maintain professional relationships.

Pre-Employment Requirements:

All offers are contingent upon successful completion of background checks and reference verifications. If driving is a job requirement, candidates must meet specific criteria.

Benefits:

The State of Arizona offers a comprehensive benefits package, including:

  • Affordable medical, dental, life, and short-term disability insurance.
  • Highly-rated retirement and long-term disability plans.
  • Ten paid holidays annually.
  • Vacation accrual of 4.00 hours bi-weekly for the first three years.
  • Sick leave accrual of 3.70 hours bi-weekly.
  • Paid Parental Leave for up to 12 weeks for newborn or newly-placed foster/adopted children.
  • Deferred compensation plans.
  • Wellness programs.

Retirement:

Participation in the Arizona State Retirement System (ASRS) is required after the 27th week of employment, subject to a waiting period.