Job Description

Administrative Specialist Senior (short-term)

Job ID : 316873

Location : Phoenix College

Full/Part Time : Full-Time

Regular/Temporary : Regular

Hourly Rate : $18.09 - $23.52/per hour

Grade : 110

Work Schedule
Monday - Friday, 8am - 5pm
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

Campus Statement
Phoenix College (PC), the first public junior college in Arizona, welcomed its first students on September 13, 1920. In 1962, PC transitioned to a community college that is part of the Maricopa Community College District. Currently, PC serves an ethnically-diverse student population and is a Hispanic Serving Institution (HSI) with over 17,000 students; PC proudly champions for social justice, equity, and access. The majority of our students are part-time, first-generation students seeking career technical education or university transfer.

With over 150 degree and certificate programs, Phoenix College embraces a learning-centered approach to ensure quality teaching and learning. We strive to prepare our students to meet their unique goals — university transfer, career training and advancement, and lifelong learning. Join our community of educators to make a difference with us.

Phoenix College continues to offer accessibility to students while maintaining a high-quality education. Notably, PC was recently named one of the top 150 Community Colleges eligible for the Community College Excellence Program. Join our top-tier faculty and staff as we continue to 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

• Paid observed federal holidays & additional paid time off throughout the year
• Arizona State Retirement System (ASRS) & 12% Employee Contribution Match
• Paid vacation, sick, and personal time (if applicable)
• Multiple health and dental insurance coverage plans
• Virtual: Reach a doctor 24/7
• Flexible Spending Accounts (FSA)
• Maricopa Perks & Gears Discount Program
• Employee assistance program (EAP)
• $4,000 Annual professional development growth funding (if applicable)
• Tuition reimbursement for employee and dependents (if applicable)
• Revised summer work schedule
• Maricopa Employee Health & Wellness Program
• Employee recognition opportunities
• Public Service Loan Forgiveness

Job Summary
The Administrative Specialist Senior supports the Grants Office supports activities associated with supporting grant-funded projects, including but not limited to processing requisitions and purchase orders, creating and managing documents, workflow and process-related correspondence, and supporting work group meetings. Under the direction of the Grants Officer, the position will also support activities associated with preparing applications for new funding. The position will use enterprise software (e.g., HCM, FMS) and
productivity software (e.g., Microsoft Office Suite, Google Workspace, and productivity software such as Asana).

This is a Short Term Position

Essential Functions
50% - Supports grant implementation and grant development work; specifically, supports hiring and on-boarding of employees; researches, gathers, compiles, and reviews data and information related to assigned duties; coordinates and conducts meetings; prepares meeting materials; records meeting minutes; communicates with internal and external subject matter experts or coworkers regarding policy/procedural, event or program information; conducts correspondence related to assigned duties; receives and responds to inquiries and information requests, resolving issues or referring requests to appropriate personnel; monitors and tracks budgets, funding, and expenditures; prepares requisitions, purchase orders, and contracts; supports institutional review board (IRB) process and the Responsible Conduct in Research (RCR) process; creates reports; coordinates travel arrangements and prepares travel authorizations; maintains confidential student and personnel records.

20% - Supports grants training; specifically, guides faculty and staff on grant-related tasks or refers them to grant-related training materials, processes, and procedures or appropriate personnel; curates, collects, and provides information to support faculty and staff as they develop or implement grant projects; supports the development, distribution, and promotion of training materials to faculty and staff; designs and formats complex documents, composes original documents, correspondence and presentations.

20% - Oversees the maintenance of files, records, database information and documentation related to assigned area and according to established procedures.

10% - Performs other related duties as assigned

Minimum Qualifications
Associate’s 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

A High School Diploma/GED from a regionally accredited institution 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
1. One (1) or more years of finance-related experience, e.g., preparing requisitions and purchase orders, monitoring and reconciling budgets and project spending.

2. One (1) or more years of project management experience or office management experience, i.e., managing multiple, complex activities simultaneously over time.

3. One (1) more years of experience supporting grants development or administration.

4. Demonstrated skills or experience conducting general research to support decision making.

5. Demonstrated skills or experience in writing for a business setting, which can include reports, summaries, memoranda, instructions, documenting meetings and projects, etc.

6. Two (2) or more years of customer service skills such as effective communication, assessing needs, concern resolution, intuitive service, etc.

7. College (BA, BS) degree

8. Demonstrated advanced skills or experience with productivity software; specifically, Excel/Sheets

9. Demonstrated experience using or managing workflow processes through enterprise-level software, i.e., online, portal-based software.

10. Demonstrated knowledge of the learning college principles.

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:

https://www.maricopa.edu/about/careers/application-information#mvd

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 screening date July 5, 2022.

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

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