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Administrative Specialist Sr

Company: Maricopa Community College District
Location: Chandler
Posted on: March 11, 2023

Job Description:

Administrative Specialist Sr

Job ID: 318177
Location: Chandler-Gilbert Comm College
Full/Part Time: Full Time
Regular/Temporary: Regular

Hiring Salary Range

$18.09 - $23.52/per hour DOE



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


    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:
    • 16 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 (if applicable)
    • Maricopa Employee Store: Perks & Gears (exclusive discounts and offers for Maricopa Community Colleges faculty and staff)
    • $4,000 Annual professional development growth funding (if applicable)
    • Tuition reimbursement for employees and dependents (if applicable)
    • 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

        The purpose of this position is to support the Dean of Arts and Sciences and Dean of Instruction. Core duties include coordinating projects and events; providing deans with information and reports; providing quality customer service to students, faculty, staff, and community members; and collaborating with academic divisions and other college departments.

        Essential Functions

        50% - Coordinates projects and events. Provides administrative support of projects, events, and programs. Schedules, prioritizes, coordinates and performs administrative office support activities related to meetings, projects, events or office services. Assists with research and gathering information. Communicates with internal and external resources regarding policy/procedural, project, event or program information. Receives and responds to inquiries and information requests, resolving issues or referring requests to appropriate resource.

        20% - Researches, gathers, compiles and reviews data and information in support of assigned function, program, project or support area. Designs and formats complex documents; composes original documents, correspondence and presentations. Creates documents, meeting minutes, reports, correspondence, and/or other communication materials. Prepares and maintains schedules, coordinates calendars, researches and makes travel arrangements

        20% - Monitors and tracks budgets, funding and expenditures. Assists with budget preparation. Completes grant tracking.

        5% - Oversees the maintenance of files, records, database information and documentation related to assigned area and according to established procedures. Adheres to applicable policies and procedures.

        5% - Performs other office duties as assigned

        Minimum Qualifications

        Associate's Degree from a regionally accredited institution and two (2) full-time equivalent years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities.
        High School Diploma or GED and four (4) full-time equivalent years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities.

        Desired Qualifications
      • Two or more years of experience as an administrative assistant or office manager in a high-volume workflow environment
      • Two or more years' experience with advanced Microsoft application use (Word, Excel, PowerPoint) and/or Google Suite/Drive (docs, sheets, slides, mail client, calendar) in an office environment; experience in databases such as Human Resource systems, customer/student systems, and Financial Management Systems
      • One or more years of experience monitoring departmental budgets, creating requisitions, and expenditures, ordering supplies
      • Experience with administrative skills such as: maintain calendars, schedule meetings, note taking, coordinate travel arrangements for administrators
      • Two or more years' experience in the planning, execution, and monitoring of projects

        Special Working Conditions
        • Possession of a valid State of Arizona Class D Driver's License is required; employee must meet district minimum standards regarding driving:
        • Required to work flexible hours including evening and weekends
        • Position requires sitting and standing viewing a CRT screen for prolonged periods of time, and lifting up to 25 pounds
        • May be required to work on multiple campuses

          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

            Please apply on or before March 22, 2023 to ensure consideration within the first review. Additional reviews, if necessary, will be held.

            Application deadline: Please apply on or before April 19, 2023 to be considered.

            EEO Information

            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

            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.

            Clery Act

            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


Keywords: Maricopa Community College District, Chandler , Administrative Specialist Sr, Administration, Clerical , Chandler, Arizona

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