Administrative Associate Coordinator

Hiring Salary Range$ $28.67/hourly, DOEGrade112Work ScheduleMonday - Friday, 8am - 5pmSummer Hours: Monday - Thursday, 7am-6pmWork Calendar12 MonthsMaricopa Summary10 Colleges. Unlimited Opportunities.The Maricopa County Community College District is one of the largest community college systems in the nation. Home to 10 individually accredited community colleges and 31 satellite locations, we proudly serve students in every corner of the Valley. Each day, our dedicated faculty, staff, and administrators, live out our vision—creating excellence in education for a better world.We focus on people—not profits.With 100% acceptance, zero rejections, and affordable tuition, we provide the flexibility and support our students need to succeed in and beyond the classroom. Discover how we're changing college.We don't just support our community—we help build it.We are the largest provider of workforce development training in the state. The activities of our colleges and their students support one out of every 28 jobs in Maricopa County. Learn about our economic impact.We believe our employees are our most valuable asset.Our 10 colleges and District Office support nearly 10,000 jobs and careers throughout Greater Phoenix.Join us in making a real difference in the lives of over 140,000 college students each year.BenefitsMaricopa County Community College District (MCCCD) is committed to providing a competitive and comprehensive benefits program that supports our employees' and their families' health and well-being. Therefore, the MCCCD benefits support every stage of life and are designed to meet the diverse needs of our community. Explore the wide range of benefits and perks available to eligible employees at MCCCD:Affordable and Comprehensive Benefits Package:Nationwide Medical, Dental, and Vision CoveragePaid Time Off: Vacation, Sick Leave, and Personal Time20 Paid Observed HolidaysCompany-paid Life Insurance, AD&D, and Short-Term Disability plans, with the option to purchase supplemental coverageArizona State Retirement System (ASRS) Pension, including Long Term Disability and Retiree Health Insurance with 100% employer-matching contributionsOptional Retirement Plans: 403(b), 457(b), Roth 403(b), Roth 457(b)Tuition Reimbursement for employees and dependentsAnnual Professional Development FundingFlexible Work SchedulesEmployee Health & Wellness Programs:District-Wide Wellness Program with Workshops and WebinarsMonthly Health & Wellness Calendar and NewsletterVirta Diabetes Reversal Program, Support Groups, and Diabetes Empowerment Education ProgramsEmployee Assistance Program (EAP)Sight-On-Site Eye Care ServicesMobile On-Site Mammography ScreeningsPre-Retirement Planning EventsQualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full-time for an eligible employer)Job SummaryThe Administrative Associate Coordinator to the Dean for Retention provides high-level administrative support to the Dean focused on student retention initiatives. This role involves managing day-to-day office operations, coordinating communication and scheduling, maintaining accurate records, and supporting programs and events related to student success and retention. The assistant acts as a key liaison between the Dean and internal departments, students, faculty, and external stakeholders, ensuring effective communication and the smooth execution of retention-focused strategies.Essential Functions40% Administrative and General Office Operations, Support, and SchedulingEnsure smooth office operations, and support the team in administrative duties by organizing and coordinating the day-to-day activities of the Dean of Retention, directors, and managers to ensure efficient and effective business operations.Ensure the Dean is apprised of office activities, approaching deadlines, and other business needs.Manage the Dean's Calendar: Schedule meetings, appointments, and ensure the Dean's time is used efficiently. Coordinate multiple calendars.Reserve and prepare facilities, and record and transcribe minutes of meetings. Arrange and coordinate travel schedules and reservations, including related expense reports.Coordinate deadlines by prioritizing work demands.Perform moderate to complex administrative support duties requiring specialized and extensive knowledge of the operations of the office. Analyze unit operating practices, such as recordkeeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures.Greet visitors, respond to or refer questions, answers and screen telephone calls, schedule and arrange conference calls. Read, route, and respond to incoming and outgoing mail and correspondence, including email and faxes.Create, proofread, and/or edit documents, reports, presentations, correspondence, and related materials. Review and answer correspondence. Prepare communications, such as memos, emails, invoices, reports, and other correspondence.Prepare reports including conclusions and recommendations for solution of administrative problems.Budget Support: Assist with tracking budgets for retention-related programs and events, including expenses and reporting. Monitor and track budgets, funding, and expenditures; create required documents needed to make purchases for upcoming meetings or departmental functions; manage a procurement card; maintain an excellent and accurate record account of all purchases and reconcile monthly purchases.Serve as point of contact for the Dean of Retention for external and internal stakeholders and responds to any inquiries adhering to any rules, regulations, policies, and procedures.Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.Attend and contribute to meetings related to projects, programs, or functions in Retention; take notes and follow up on commitments/action items.Direct services, such as maintenance, repair, supplies, mail, and files.Manage projects and conduct research, and carry out all things related to administrative support and general operations duties as required.30% Student Retention Data, Records, and Systems ManagementData Collection: Gathering and organizing data from various sources.Report Generation: Assist with creating reports that analyze trends in student key performance indicators.Database Management: Maintain and update databases or systems to track various college and student-related matters.Develop and maintain filing and record-keeping systems for auditing purposes.Coordinate with the Dean/directors/managers to manage yearly memberships.Create requisitions; and assist with budget preparation by gathering and compiling data from multiple sources.Assist students with concerns, including appeals and other irregularities.Assist the Dean with timekeeping in the Human Capital Management (HCM) system. Train employees on software programs such as Financial Management System (FMS) and Human Capital Management (HCM).15% Student Support and LiaisonStudent Interaction: Serve as a point of contact for students who may have questions or need assistance.Assist the Dean in coordinating services and other intervention strategies for students at risk.Assist in the creation of promotional materials, newsletters, or web content related to retention initiatives.Outreach Coordination: Help organize and manage outreach efforts to engage students, faculty, and staff in student retention and other services.Coordinate communication and activities with the Student Affairs department, personnel, educational institutions, other outside organizations, and the public as appropriate.Coordinate, monitor, and troubleshoot assigned projects within the area of the Dean, and the division if necessary.10% ComplianceMaintain confidential student records in compliance with the Family Education Rights and Privacy Act, Student Code of Conduct, and Title IX.Adhere to and ensure compliance with applicable policies and procedures and safeguards confidential information.Ensure compliance, follow, understand, and adhere to federal, state, District Office, and institutional regulations/laws/policies.Maintain student confidentiality, including accurate and confidential records as required by accreditation agencies, school policies, and administrative regulations.Utilize relevant, appropriate, and approved systems to communicate and monitor student interaction and progress.Monitor the compliance and reporting standards and remain abreast of district, state, and federal regulations. Maintain student confidentiality, including accurate and confidential records.Contribute toward creating a positive and respectful workplace. Use access to sensitive and/or not yet public college-related information only in the performance of the responsibilities of the position and exercise care to prevent unnecessary disclosure to others.Prepare accurate reports and documentation as required and requested.Ensure students equal access to MCC's curricular and co-curricular activities. Support students and counsel them to better understand their MCC experience.Monitor the compliance and reporting standards and remain abreast of district, state, and federal regulations.Remain current on best practices in order to promote the highest level of professionalism and integrity.5% OtherParticipate in hiring committees as assigned.Serve on various executive boards, college and district committees (including locally, regionally, and nationally) as designated and participate in meetings and conferences.Responsible for other reasonable related duties as assigned commensurate to the grade level of the position.Minimum QualificationsAssociate's Degree from a regionally accredited institution and three years of administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff.ORAn 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 QualificationsA. Bachelor's degree or higherB. One (1) or more years of experience in executive level office coordinationC. One (1) or more years working in higher educationD. Experience using Google Suite (including Calendar, Sheets, Forms, Slides, and/or Drive)E. Experience using financial management, human capital management, and student information systemsSpecial Working ConditionsWork schedule varies during the year: August through mid-May: Monday - Friday, 8 hour days; mid-May through the end of July: Monday - Thursday, 10 hour daysMay require working evening and weekend hours (example: Saturday coverage during peak weeks)This position is fully on-site, with no remote optionsRequired to sit for a prolonged period of time; viewing a computer monitorMay be required to travel or be assigned to another MCCD locationTravel to campus during interview/selection process will be at candidate's own expenseMCC does not sponsor individuals for work visasHow to ApplyApplicants 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.Applicants who currently work for any of the MCCCD campuses/locations should utilize their HCM Employee Self Service page to apply for jobs by logging in to HCM and clicking on NavBar > Navigator > Self Service > Recruiting > Careers. Click on link for instructions on how to apply.Applicants who are not currently working for any of the MCCCD locations should apply at If you encounter a technical issue in the upload of documents or the submission of your application, please contact MCC Human Resources at prior to the application deadline. WePosting Close DateOpen until filledFirst Review on November 21, 2025.Applications received after the review date may not be screenedEEO, Title IX, & Clery ActMaricopa 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.