Administrative Coordinator 128935100% on-site

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. - AS A REMINDER - Candidates must be local at time of submission, and available for in person interviews within 1 week of the posting close date. Candidates must also be 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

 

Associate’s Degree from a regionally accredited institution and 

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 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.

 

Provides complex and advanced program, project, or administrative support to executive level staff.The Administrative Coordinator focused on providing advanced administrative support and related program/project coordination for executive level staff (includes 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 Administrative Coordinator exercises some operational decision-making as guided by policy, practice or procedures while determining the priority and order in which assignments are performed, and interprets guidelines to solve problems. Work contacts include all levels of District staff, as well as community and business leaders. Further, this classification is distinguished in that incumbents may provide lead direction and/or supervise non-exempt full-time regular staff.

 

          Coordinates, monitors and troubleshoots assigned projects and programs

          Creates, proofreads, edits and/or verifies documents, reports, presentations, correspondence and related materials

          Develops and maintains filing and record-keeping systems according to established

 

          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 and responds to inquiries and explains rules, regulations, policies and procedures

          Responds to inquiries from a variety of internal and external contacts following policy, practice and procedure or as assigned

          Prepares and maintains schedules, coordinates calendars, researches and makes travel arrangements for executive

          Researches relevant information from a variety of sources and compiles documents and other source materials and reviews department/division procedures to ensure compliance and recommend improvements or corrective actions

          May provide assistance for 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, as assigned

          Identifies development needs and provides training, mentoring and coaching to staff, as assigned

          Participates in hiring, discipline and termination activities, as assigned

          Plans, organizes, assigns, supervises, reviews and evaluates the work of staff, as assigned

          Adheres to and ensures compliance with applicable policies and procedures and safeguards confidential information

 

          Principles and practices of advanced administrative office support related to areas of responsibilities such as 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, as assigned

          Practices and methods of coaching and leading the work of others, as assigned

          Supervisory principles, practices and techniques, as assigned

          Applicable federal, state and local laws, codes, regulations (based on assignment)

          Customer service principles

          Specialized equipment relevant to area of assignment

          Modern office technology

 

 

          Coordinating deadlines, prioritizing work demands and assigning/monitoring work performed

          Troubleshooting and resolving issues related to administrative details of assigned projects or function

          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, as assigned

          Providing direction to others in order to meet standards, as assigned

Interpreting and applying applicable laws, codes, regulations and standards (based on assignment)