| Location | Phoenix, AZ |
GateWay Community College is now hiring for a great role! The Administrative Coordinator for the Vice President of Academic Affairs and the Vice President of Student Affairs will provide advanced administrative support, program and project coordination, operational coordination, and documentation for leaders across Academic Affairs and Student Affairs. This position will serve as a key administrative liaison and coordinating resource across the divisions, including support for the college's Athletics Department and its related programs, activities, and initiatives. The Administrative Coordinator will help ensure effective communication, consistent administrative processes, and the timely completion of division-wide priorities, projects, and initiatives.
The Administrative Coordinator exercises operational decision-making within established policies, practices, and procedures; determines the priority and sequence of assignments; and interprets guidelines to resolve problems and address administrative needs. The position requires a high degree of collaboration, discretion, organization, and coordination across Academic Affairs, Student Affairs, and other college and district areas. The incumbent will interact with all levels of college and district staff, students, faculty, administrators, and community and business leaders.
Essential Functions
60% - Coordinates and provides advanced administrative support for Academic Affairs, Student Affairs, and Athletics initiatives, including tracking project implementation, completion, timelines, and budget management for assigned areas; performs research and analysis related to assigned projects and initiatives; assists with the development and implementation of division guidelines, forms, policies, procedures, and processes; maintains and updates databases and provides transactional and operational support related to division activities; manages and reconciles assigned budgets and purchasing activities, including pro-card transactions, as applicable; supports division events and activities, including occasional evening and weekend events; works with sensitive and confidential information and coordinates administrative activities associated with applicable college processes, including Title IX, Clery Act, Student Conduct, and the probationary faculty Peer Assisted Review (PAR) process.
20% - Creates financial and analytical reports, presentations, documents, process flow charts, and other materials related to Academic Affairs and Student Affairs operations and initiatives; utilizes the online financial management system to process procurement, coordinate travel, manage fiscal transactions, and perform other financial-related duties; utilizes the online contract management system and supports contract-related activities for assigned areas.
10% - Works collaboratively with Administrative Specialist Seniors and other administrative and support staff across Academic Affairs and Student Affairs to coordinate, prioritize, and facilitate division operations; works directly with Vice Presidents, executive leadership, and their administrative assistants; maintains executive calendars; creates original correspondence on behalf of division leadership; prepares agendas; records and distributes meeting minutes; gathers research, reports, and other materials for meetings and activities; provides other high-level administrative support as needed.
10% - Represents and acts on behalf of the Vice Presidents of Academic Affairs and Student Affairs, as assigned to establish and maintain effective working relationships with internal and external administrators, staff, faculty, students, community partners, business leaders, and organizations; communicates and coordinates on behalf of division leadership and supports the effective execution of division priorities and initiatives; performs other duties as assigned.