• Tempe, AZ
• Salary: $44,000 - $50,000 per hour
• Full time Contract

Requisition Id: #1126

REQ#128068

Job Summary:

 Provide administrative/office support and/or program coordination on activities within the Division of Strategy and Advancement, including the VP, Deans, Associate Deans, and Directors.

Essential Functions

30% -

• Schedules, coordinates and performs administrative and general office activities in support of assigned executive(s)’s role(s) and/or programs.
• Provides executive level support to the Vice President of Strategy & Advancement, Dean of Institutional Effectiveness and Innova on, Dean Strategic Enrollment & Partnerships. This includes maintaining executive(s)’s calendars ensuring in-person and virtual meetings, events, seminars, conferences are accurately scheduled with all required attendees and documents or links are distributed; maintaining schedules and making sure all technology is prepared ahead of me.
• Acts as the primary point of contact and liaison for the executive and/or department or division for external and internal stakeholders, managing meetings and providing executive level service to important internal and external customers

30% -

• Coordinates, monitors and troubleshoots assigned projects, programs, initiatives and keeps executive(s) and stakeholders up to date on progress ensuring deadlines and timelines are met.
• Assists in creating content for presentations, training materials, graphics, web pages, reports, communications as designated by supervisor.
• Provides training documents, PowerPoint presentations, any other training tools or materials that might be needed, and to allocate appropriate prep me to ensure everything is presented in a professional manner

20% -

• Compiles and enters data for charts, graphs, directories, databases, summaries, reports or correspondence and is the liaison with staff and other departments to facilitate communication.
• Maintains data for college development in the Maricopa Community College Foundation Raiser’s Edge platform which tracks contributions to help raise funds for scholarships, community needs and student needs.
• Enters critical legal binding contracts into the MCCCD Contracts Lifecycle Management system (CLM) for multiple departments across the college.
• Ensures confidentiality of information and safeguards the security of information, data, materials and documents are secure and protected.

20% -

• Provides assistance for requisitions, purchases, creating help desk tickets and issuance of office supplies, equipment maintenance.
• Assists with mail distribution, Official Function forms, FMS requisition Forms, office supply purchases needed for multiple departments.
• Makes travel arrangements including transportation, schedules, reservations and itineraries; responsible for setting up travel arrangements for conferences and seminars which includes; any flight arrangements, ground transportation, luggage, hotel reservations, conference/seminar registration and creating a travel authorization by submitting all the above detailed information.
• Compiles all travel documentation to give to the individual traveling for their records.
• Stays up to date on procedural requirements and changes such as; office procedures that have been updated.

Hybrid role - 3 days on-site, 2 days remote

Minimum Qualifications

Associate’s Degree from a regionally accredited institution and three 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. One (1) year of experience in maintaining complex and accurate records (electronic or physical) including preparing requisitions, invoicing, assisting with monitoring budgets and maintaining financial records using an online Financial Management System.

B. Two (2) years of experience with computer software such as Microsoft Office (including but not limited to Word, Excel) and use of a PC computer.

C. One (1) year of experience working in a team environment with a diverse population.

D. Effective written communication composing standard office communications such as email, letters and reports. Cover letter and resume will be evaluated.

Top Skills: Administrative Assistant, Project Management, or self-sufficient business owners, real estate agents, etc.

Special Working Conditions: May be required to work evenings and weekends. May be required to sit for a prolonged period of time; viewing a computer monitor