Administrative Associate Coord Academic Affairs

Phoenix College is seeking a highly organized, detail-oriented, and proactive Administrative Associate Coordinator to provide administrative support to the Vice President of Academic Affairs (VPAA). Serving as a key point of contact for the Office of the Vice President, this position works closely with students, faculty, staff, and community partners to support effective communication and coordination.

The ideal candidate demonstrates strong organizational and communication skills, sound judgment in handling confidential information, and the ability to manage competing priorities while maintaining accuracy and attention to detail. This position supports the effective day-to-day operations of the office through administrative coordination, financial and procurement support, and activites that advance the colleges goals and priorities.

Essential Functions

25% Executive Administrative Support and Office Coordination: Coordinates and performs administrative and general office activities in support of the executive and assigned department or division. Establishes priorities, organizes workflow, coordinates competing demands, monitors deadlines, and ensures administrative operations are completed accurately and efficiently. Maintains organized records and files and stays current on applicable office procedures and requirements.

20% Calendar Management, Meeting Coordination, and Follow-Up: Maintains executive calendars and coordinates in-person and virtual meetings, events, conferences, and appointments. Arranges meeting logistics, prepares and distributes agendas and supporting materials, takes meeting notes, documents action items, and follows up on commitments and deadlines. Coordinates schedules and information with internal and external stakeholders to support effective communication and timely completion of follow-up activities.

15% Communication, Document Preparation, and Stakeholder Relations: Serves as a primary point of contact for the executive and/or department or division. Responds to inquiries, routes requests, facilitates communication across departments, and provides information regarding applicable policies, procedures, and administrative requirements. Prepares, edits, proofreads, and formats correspondence, reports, presentations, forms, summaries, spreadsheets, and other communication materials while ensuring accuracy, professionalism, and appropriate confidentiality.

15% Project, Program, and Information Coordination: Coordinates, monitors, and tracks assigned projects, programs, initiatives, and administrative activities. Collects, enters, organizes, and maintains data; researches information; compiles source materials; prepares summaries and reports; and communicates progress, issues, and deadlines to the executive and relevant stakeholders. Reviews administrative processes for compliance and identifies opportunities for improvement or corrective action.

15% Budget, Fiscal, Procurement, and Resource Support: Monitors and tracks budgets, expenditures, and related transactions; prepares fiscal reports; researches and helps resolve discrepancies; and keeps the executive informed of budget status and concerns. Assists with purchasing, requisitions, inventory, office supplies, equipment, service agreements, facilities-related needs, and other administrative resource requirements in accordance with established procedures.

10% Other Duties as Assigned: Performs other related administrative and office support duties within the scope of the position, including special assignments, document or data submissions, preparation of training or presentation materials, records management, and assistance with operational needs. Protects confidential information and applies relevant policies, procedures, and standards when completing assigned responsibilities.