Mesa Community College is seeking two highly organized, detail-oriented, and student-centered Administrative Associate Coordinators to provide comprehensive administrative support to the Dean of Enrollment Services and the Dean for Retention and Completion. These positions play an essential role in supporting student-focused initiatives, managing daily operations, and ensuring efficient communication and coordination across departments to advance the colleges goals that promote student access, persistence, and completion.
The Administrative Associate Coordinator serves as a welcoming point of contact for students, faculty, staff, and community partners while providing high-level administrative support that helps ensure smooth operations and effective communication across student services areas. The role involves managing day-to-day office operations, coordinating communication, scheduling, maintaining accurate records, and supporting programs and events related to the Deans area of oversight.
Essential Functions
• Ensure smooth office operations and support the team in administrative duties by organizing and coordinating the day-to-day activities of the Dean, directors, and managers to ensure efficient and effective business operations. • Ensure the Dean is apprised of office activities approaching deadlines and other business needs. • Manage the Deans calendar, schedule meetings, appointments, and ensure the Deans time is used efficiently. Coordinate multiple calendars. • Reserve and prepare facilities and record and transcribe meeting minutes. Arrange and coordinate travel schedules and reservations, including related expense reports. • Coordinate deadlines by prioritizing work demands. • Perform moderate to complex administrative support duties requiring specialized and extensive knowledge of the operations of the office. Analyze unit operating practices, such as recordkeeping systems, forms control, office layout, personnel, and budgetary requirements, and create new systems or revise established procedures. • Greet visitors, respond to or refer questions, answer and screen telephone calls, schedule and arrange conference calls. • Read, route, and respond to incoming and outgoing mail and correspondence, including email and faxes. • Create, proofread, and/or edit documents, reports, presentations, correspondence, invoices, and related materials. Reports may include conclusions and recommendations for solutions to administrative concerns. • Budget Support: Assist with tracking budgets for programs and events, including expenses and reporting. Monitor and track budgets, funding, and expenditures, create required documents needed to make purchases for upcoming meetings or departmental functions, manage a procurement card, and maintain an excellent and accurate record of all purchases and reconcile monthly purchases. • Serve as a point of contact for the Dean for external and internal stakeholders and respond to inquiries, adhering to any rules, regulations, policies, and procedures. • Maintain supplies, inventory, by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders. • Attend and contribute to in-person and/or virtual meetings related to projects, programs, or functions in the Deans area of oversight, take notes, and follow up on commitments and action items. • Direct services such as maintenance, repair, supplies, mail, and files. • Manage projects and conduct research and carry out all things related to administrative support and general operations duties as required.
Student Retention Data Records and Systems Management
• Data Collection: Gather data from various sources. • Report Generation: Assist with creating reports that analyze trends in student key performance indicators. • Database Management: Maintain and update databases or systems to track various college and student-related matters. • Filing and Record-Keeping Systems: Develop and maintain filing and record-keeping systems for auditing purposes. • Coordinate with the Dean, directors, managers to manage yearly memberships. • Create requisitions and assist with budget preparation by gathering and compiling data from multiple sources. • Assist students with concerns, including appeals and other irregularities. • Assist the Dean with timekeeping in the Human Capital Management (HCM) system. Train employees on software programs such as Financial Management System (FMS), Human Capital Management (HCM), and/or Student Information System (SIS).
Student Support and Liaison
• Student Interaction: Serve as a point of contact for students who may have questions or need assistance. • Assist the Dean in coordinating services and other intervention strategies for students at risk. • Assist in the creation of promotional materials, newsletters, or web content related to department initiatives. • Outreach Coordination: Help organize and manage outreach efforts to engage students, faculty, and staff in student enrollment and retention. Provide exceptional face-to-face support for all constituency groups. • Coordinate communication and activities with the Student Affairs department personnel, educational institutions, other outside organizations, and the public as appropriate. • Coordinate, monitor, and troubleshoot assigned projects within the area of the Dean and the division if necessary.
Compliance
• Maintain confidential student records in compliance with the Family Education Rights and Privacy Act (FERPA), Student Code of Conduct, and Title IX. • Adhere to and ensure compliance with applicable policies and procedures and safeguards confidential information. • Ensure compliance, follow understand, and adhere to federal, state, District Office, and institutional regulations, laws, policies. • Maintain student confidentiality, including accurate and confidential records as required by accreditation agencies, school policies, and administrative regulations. • Utilize relevant, appropriate, and approved systems to communicate and monitor student interaction and progress. • Monitor compliance and reporting standards and remain abreast of district, state, and federal regulations. • Contribute toward creating a positive and respectful workplace. Use access to sensitive and/or not yet public college-related information only in the performance of the responsibilities of the position and exercise care to prevent unnecessary disclosure to others. • Prepare accurate reports and documentation as required and requested. • Ensure students equal access to MCCs curricular and co-curricular activities. Support students and counsel them to better understand their MCC experience. • Remain current on best practices in order to promote the highest level of professionalism and integrity.
Other
• Participate in hiring committees as assigned. • Serve on various executive boards, college, and district committees, including locally, regionally, and nationally, as designated, and participate in meetings and conferences. • Responsible for other reasonable, related duties as assigned, commensurate to the grade level of the position.