Administrative Coordinator

Estrella Mountain Community College (EMCC) is hiring an Administrative Coordinator to provide executive support to the Vice President and the division of Administrative Services. The Administrative Coordinator position is responsible for planning, organizing, coordinating, and overseeing a variety of moderately complex and varied general and administrative support functions that are essential to administrative services. This position regularly communicates with diverse stakeholders across the organization including district office, faculty, staff and the community. The administrative coordinator also works closely with the other administrative supports in the executive office. This position is tasked with adhering to various policies, priorities and maintaining good working relationships with faculty and staff, and coordinating various meetings.

To best serve the students, department, and college, this position is fully in-person.

Essential Functions

40% Executive Support

Provides complex administrative and general office support to the assigned executive and administrative services areas while coordinating with other executive supports; primary point of contact for external and internal stakeholders and responds to inquiries; ensures confidentiality of information and safeguards the security of data and records; Manages executive calendars, ensuring accurate scheduling of rooms, and distribution of documents; makes travel arrangements, including transportation, schedules, reservations, itineraries and travel requisitions.

20% Project Coordination

Coordinates and troubleshoots assigned projects, programs, and initiatives; updates stakeholders on progress; ensures deadlines and timelines are met; oversees special projects to ensure compliance with MCCCD and college policies and procedures; and stays up-to-date on training, regulations, policies, and procedures; leverages various technology solutions to coordinate project efficiencies.

15% Financial Processes

Purchases supplies and equipment; tracks expenditures through requisitions, purchase orders, or procard; creates and reconciles travel expense reports. Monitors and tracks budgets, funding, and expenditures for projects and programs, assisting with budget preparation, financial reports, and reconciling discrepancies. Research and resolve budget-related issues or fiscal discrepancies.

15% Communication and Reporting

Researches information and develops reports, creates presentations, and communication materials. Assists with development and implementation of division guidelines, forms, creates and maintains reports; coordinates and provides transactional support related to division operations; works with sensitive and confidential information. Prepares meeting invitations, agendas, documents, and notes; attends meetings and follows up on commitments made; creates forms, templates, and correspondence; submits reports and data, including charts, graphs, directories, databases, and summaries; researches and reviews policies and procedures to ensure compliance.

10% Other duties as assigned commensurate to the grade of the position.