Administrative Coordinator

MCCCD - Paradise Valley Community College

Duration: 3 Months from projected start date

Location: 18401 N 32nd St. Phoenix 85032

Rate: $23/ hr on W2

Position Closing : 4/11/2024 3:00:00 PM

The resource MUST be able to clear a 7 year Package A background, and sign a non-disclosure agreement.

Local Only Candidates - Resumes must specify the current location of the candidate; all those who do not state current location will not be considered. Candidates must also be local at time of submission, available for in-person interviews within 1 week of the posting close date, and able to start within 2 weeks of an offer being made.

Tentative start date will be dependent upon interviews conducted, successful background check process, and the state agency.

Required experience and education:

• Associate's Degree from a regionally accredited institution.
• Three years of advanced 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 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.

Job Summary

Provides complex and advanced program, project, or administrative support to executive level staff. The Administrative Coordinator focuses on advanced administrative support and related program/project coordination for executive level staff, including Deans, District Directors, Associate Vice President, Senior Associate Vice President, Vice President, Associate Vice Chancellor, Vice Chancellor, Executive Vice President, AZ SBDC Director, and Chancellor's Executive Council. The Coordinator exercises some operational decision-making, determines priorities, interprets guidelines, and solves problems. Work contacts include all levels of District staff and community and business leaders. This classification also may provide lead direction and/or supervise non-exempt full-time regular staff.

Duties

• Coordinates, monitors and troubleshoots assigned projects and programs.
• Creates, proofreads, edits and verifies documents, reports, presentations, correspondence and related materials.
• Develops and maintains filing and record-keeping systems according to established procedures.
• Provides communication and liaison support to internal and external customers; responds to inquiries related to policy and procedures; distributes approved public information releases.
• Attends and contributes in meetings related to assigned projects, programs or functions; takes notes and follows up on commitments made by staff.
• Acts as primary point of contact for the executive and/or department or division for external and internal stakeholders, responding to inquiries and explaining rules, regulations, policies and procedures.
• Responds to inquiries from a variety of internal and external contacts following policy and procedure.
• Prepares and maintains schedules, coordinates calendars, researches and makes travel arrangements for executives.
• Researches relevant information from a variety of sources, compiles documents and other source materials, and reviews department/division procedures to ensure compliance and recommend improvements or corrective actions.
• Assists with requisition, purchase, storage, tracking, creating help desk tickets and issuance of office supplies, lease agreements, equipment maintenance agreements and/or facilities equipment such as desks, office machines and filing equipment.
• Coordinates the inventory and replenishing of office supplies and office equipment maintenance services.
• Monitors and tracks budgets, funding and expenditures; assists with budget preparation by gathering and compiling data from multiple resources.
• Researches and resolves budget or fiscal discrepancies or related transactions.
• Coordinates deadlines by prioritizing work demands and assigning/monitoring work performed.
• Identifies development needs and provides training, mentoring and coaching to staff.
• Participates in hiring, discipline and termination activities.
• Plans, organizes, assigns, supervises, reviews and evaluates the work of staff.
• Adheres to and ensures compliance with applicable policies and procedures and safeguards confidential information.

Knowledge

• Principles and practices of advanced administrative office support, including channels of communication, delegation of authority, routing correspondence.
• Standard or best business practices related to administrative work assignments.
• Filing and record keeping principles.
• Business math and procurement concepts.
• Uses and properties of supplies and equipment.
• Techniques and methods for organizing, prioritizing, assigning and monitoring work.
• Practices and methods of coaching and leading the work of others.
• Supervisory principles, practices and techniques.
• Applicable federal, state and local laws, codes, regulations (based on assignment).
• Customer service principles.
• Specialized equipment relevant to the area of assignment.
• Modern office technology.

Skills

• Coordinating deadlines, prioritizing work demands and assigning/monitoring work performed.
• Troubleshooting and resolving issues related to administrative details of assigned projects or functions.
• Selecting and applying a body of rules, processes, procedures, practices and policies for office/administrative services to perform interrelated and/or nonstandard assignments.
• Composing, designing, formatting and editing documents, correspondence, presentations and other communication materials.
• Analyzing and comparing data and information.
• Organizing, updating and maintaining system data, records, files and documentation.
• Providing communication and liaison support of assigned area or project.
• Monitoring inventory and procurement control procedures.
• Organizing tasks, meeting deadlines and prioritizing competing demands.
• Performing business math computations and monitoring and tracking budgets and proposals.
• English grammar, proofreading and error correction.
• De escalating conflicts and/or resolving routine to difficult problems.
• Providing attention to detail in assignments.
• Training and coaching staff.
• Supervising and evaluating performance.
• Providing direction to others to meet standards.
• Interpreting and applying applicable laws, codes, regulations and standards (based on assignment).

Compensation: $23.00 per hour