Administrative Specialist Sr (Business and CIT)

Maricopa Community College district
long term disability, tuition reimbursement
United States, Arizona, Phoenix
Dec 17, 2024
Administrative Specialist Sr (Business and CIT) Job ID: 320898 Location: Phoenix College Full/Part Time: Full Time Regular/Temporary: Regular Salary Range $18.91 - $24.58/hourly, DOE Grade 110 Work Schedule Monday - Friday, 8am - 4pm Summer Hours: Monday - Thursday, 7am - 6pm Some evenings and weekends may be required 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 Campus Statement Phoenix College (PC) welcomed its first students as one of the first institutions of higher education in Maricopa County on September 13, 1920. PC's founders envisioned the College as a place of inclusion as a non-segregated institution. In 1962, the Maricopa County Community College District (MCCCD) was established, with PC as the flagship institution. MCCCD is now one of the largest community college districts in the nation. PC serves an ethnically diverse student population and is a Hispanic Serving Institution (HSI) with over 17,000 students. PC proudly champions the values of equity, integrity, and community. The majority of PC students are part-time, first-generation students seeking career and technical education or university transfer. PC is nationally recognized as a Seal of Excelencia Certified institution for intentionally serving Latino students and demonstrating positive student outcomes. With more than 150 degree and certificate programs, Phoenix College embraces a learning-centered approach to ensure quality teaching and learning. We strive to prepare students to meet their unique goals - university transfer, career training and advancement, and lifelong learning. Join our top-tier faculty and staff as we innovate and lead in higher education. 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 Phoenix College seeks a highly organized and professional Administrative Specialist Senior to join the Business - CIT Department. This key role provides advanced administrative and program support to students, faculty, staff, external partners, and other stakeholders. As the first point of contact within the department, the Administrative Specialist Senior ensures efficient operations and clear communication across various groups. In this role, you will handle inquiries via phone, email, and in-person interactions, providing information on department policies and processes. You will also assist with advising students on certificates and degrees, create and maintain resource materials, and serve as the liaison with other campus departments, vendors, and external partners. Additionally, you will manage textbook orders, maintain departmental databases and marketing materials, oversee the department website, and support the onboarding of new staff and faculty. This position also involves managing departmental purchasing and maintaining systems such as SIS (Student Information System), HCM (Human Capital Management), FMS (Financial Management System), 25Live, Canvas, and other essential platforms. The ideal candidate will be proactive, detail-oriented, and possess strong communication skills, both in person and through various digital platforms. This is an excellent opportunity to contribute to the success of students and faculty while playing a key role in the daily operations of the department. Essential Functions 30% - Coordination and Scheduling: Manage department scheduling, including Federal Work Study (FWS), business lab schedules, and faculty requests. Oversee department projects, course fees, and classroom assignments to ensure smooth operations. 30% - Point of Contact & Operations Support: Serve as the primary point of contact for walk-ins, addressing complaints, concerns, and inquiries. Facilitate partnerships with external business partners and ensure labs and classrooms are properly stocked and prepared, with fully functional teaching stations. 20% - Financial Management & Compliance: Oversee Pro Card usage, track expenditures, and ensure compliance with organizational policies. Participate in internal and external meetings and complete required forms for functional processes and project needs. 10% - Communications & Support: Update departmental brochures and faculty contact information within directories. Manage and submit helpdesk requests, copier maintenance, and business textbook library. Coordinate with business and computer clubs and assist in training part-time employees. 10% - Other Duties as Assigned: Perform additional tasks and responsibilities as needed to support the department's goals and initiatives. Minimum Qualifications Associate's Degree from a regionally accredited institution and two 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 or 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. Desired Qualifications At least one (1) year of experience coordinating services and collaborating with other departments and external partners. At least one (1) year of experience in training others. A minimum of two (2) years of experience working with confidential database systems such as HCM, SIS, Google Suite, Microsoft Office, FMS, and Canvas. One (1) or more years of experience in conflict resolution. At least one (1) year of experience managing departmental purchasing. A minimum of two (2) years of front-office management experience. Special Working Conditions Availability for occasional evening or weekend work. Prolonged periods of computer screen usage may be required. Ability to lift or carry up to 25 lbs as needed. Responsible for managing storage and inventory. 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 Apply on or before 01/06/2025 to be considered. 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=320898&PostingSeq=1 jeid-4f28942ff2e8cc45a736fea621666483