Administrative Specialist Sr.

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 youre teaching, working, or learning Make It Happen At Maricopa County Community Colleges!

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 Arizonas Best Employers

Campus Statement

South Mountain Community College (SMCC) reflects the diversity of the surrounding community, a rich mix of rural, urban, and suburban neighborhoods. Many of our students arrive from Phoenix, Laveen, Tempe, Guadalupe, and the surrounding area to attend classes at the main campus or our offsite facility in Guadalupe; we also offer evening courses in Laveen at Betty Fairfax High School.

Of the approximately 5,000 students enrolled at SMCC nearly 70 percent were first-generation college students and 48 percent intended to transfer to a university to further their education. And, with more than 80 percent of these students identifying as a minority, SMCC has been federally designated as a Minority Serving and Hispanic Serving Institution.

Our small, personalized classes are offered days, evenings, and online, led by an engaged and accomplished faculty. Career and academic counseling are also available. SMCC is also a Strengths-Based Institution, helping you determine your strengths and then strategize with you to maximize those strengths in your academic and career choices.

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

South Mountain Community College is currently seeking an Administrative Specialist Sr. This position performs administrative duties for Counseling Division, including office coordination, front desk receptionist duties, scheduling appointments, preparing/maintaining office records/reports, office support, and correspondence. This position is critical to the Counseling Division, which serves multiple functions, including FYI and CPD instructional courses, occupational instruction, student services, and numerous student success initiatives. This position is crucial in coordinating division projects, timelines, and communication, including FYI/CPD class schedule building support, assistance with staffing, instructor evaluation coordination, front-line communication with residential and adjunct faculty, and budget and account management, purchasing, and expense processing. Oversees the Counseling front desk, which serves current students, prospective students, and students in distress. Responsibilities include assisting with the hiring and monitoring of work-study students. It may require collaboratively supporting faculty and staff in the Behavioral Sciences program.

Essential Functions

30% Service support functions include overseeing of the front desk receptionist duties, scheduling appointments and consultations, office coordination, preparing/maintain office record/reports, student “intake”, and coordinating the Stat process; hire, train, and coordinate work schedules for work study student employees

20% Prepares and maintains routine and non-routine correspondence, reports, documents, records and files; manages documentation/record-keeping system in accordance with established standards and guidelines

15% Instructional support functions such as coordinating and processing class schedule building, classroom/room reservation, ordering textbooks, contacting adjuncts, finding subs, assist with faculty hiring/onboarding; sending communiques

15% Updates and maintains schedules, calendars and related meeting materials including department meeting agendas, meetings minutes and hosting department Zoom/Google meetings

10% Assist with HCM, FMS, SIS functions to include delegate for time and labor processing; monitoring and ordering supplies inventory, monitors and tracks department budget and expenses, contacts vendors for purchase and delivery information, obtains quotes, monitors requisition information and reviews and reconciles invoices; retrieves and verifies information in SIS in accordance with established standards and guidelines

10% Project planning and implementation to include new adjunct training sessions, mental health awareness events, department workshops, and other duties as assigned

Minimum Qualifications

Associates Degree from a regionally accredited institution and two (2) years of 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 administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities.

NOTE: One (1) year of work experience is equivalent to 2,080 hours worked. Therefore, employment must be indicated as full-time or part-time on the resume to determine applicant qualifications.

Desired Qualifications

A. Bilingual: English/Spanish preferred.

B. Administrative office duties providing a wide variety of secretarial, administrative office support and/or administrative coordination activities.

C. Computer and technical skills for office services to include the effective use of Google Docs, Microsoft Word, Excel, and PowerPoint presentations.

D. Effective written communication skills.

E. Management or Leadership skills.

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

First Review: 10/21/2024

Applications received after the review date may not be screened