Administrative Associate Coordinator

Administrative Associate Coordinator (Academic Affairs)

Job ID: 321081
Location: GateWay Community College
Full/Part Time: Full Time
Regular/Temporary: Regular

Hourly Rate

$21.65-$28.15/per hour; DOE

Grade

112

Work Schedule

Monday - Friday, 8am - 5pm; some evenings and weekends may be required

Summer Hours: Monday - Thursday, 7am-6pm

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

GateWay Community College is now hiring for an Administrator Associate Coordinator. Come join our team and apply today. As a valued member of the executive administrative team, this position supports academic deans and provides backup support for the VPAA's academic coordinator. This dynamic position includes a variety of duties, such as scheduling and calendar coordination, arranging travel, creating and reconciling requisitions, and providing logistical support for meetings. The ideal candidate will understand college budget processes and systems (such as FMS, HCM, and SIS).

This position report to the main GateWay Campus, located at:

108 N. 40th Street, Phoenix AZ 85034

Essential Functions

50% - Executive Support - Performs 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 the confidentiality of the information and safeguards the security of data and records; coordinates and troubleshoots assigned projects, programs, and initiatives; updates stakeholders on progress; ensures deadlines and timelines are met; Maintains executives' calendars, ensuring in-person and virtual meetings, events, seminars, and conferences are accurately scheduled with all required attendees and documents or links; makes travel arrangements, including transportation, schedules, reservations, and itineraries; creates and follows up on help desk tickets for IT, facilities, etc.; stays up to date on training, regulations, policies, and procedures.

20% - Financial Processes - Purchases 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.

20% - Communication and Reporting - Prepares 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

Minimum Qualifications

Associate's Degree from a regionally accredited institution and three (3) years of administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff.

OR

An 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 Qualifications

A. Bachelor's degree or higher
B. One (1) or more years working in an educational setting
C. Experience using Google Suite (including Calendar, Sheets, Forms, Slides, and/or Drive)
D. Experience using one or more of the following systems: financial management (e.g., FMS, Excel), human capital management (e.g., HCM), student information (e.g., SIS), and/or learning management system (e.g., Canvas).

Special Working Conditions
•  May be required to travel or be assigned to all GateWay locations
•  May require some evenings or weekends
•  May require prolonged periods of viewing a computer screen
•  May be required to lift or carry up to lbs
•  MCCCD does not sponsor individuals for any type of work visas How to Apply

Applicants are strongly encouraged to submit a cover letter that details how the applicant meets the minimum and desired qualifications. A cover letter may further highlight an applicant's knowledge, skill and abilities. 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 (must include number of hours worked)
•  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 02/25/2025.

Applications received after the review date may not be screened.

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.

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