| Location | Mesa, AZ |
Provides high-level administrative and secretarial support, coordinates division programs and operations, serves as the primary contact and resources within the department, and serves as the primary liaison between the Division/College and external partners, including vendors and the business community.
Essential Functions
35% Administrative Support & Communications
Receives and responds to inquiries and information requests, resolving issues or referring requests to appropriate resource
Communicates with internal and external resources regarding policy/procedural, event or program information
Act as the primary point of contact (front-desk, phone, email) for inquires, receives, evaluates, and resolves requests or routes them to the appropriate office (HR, IT, Fiscal, etc)
Schedules, prioritizes, coordinates and performs administrative office support activities related to meetings, events or office services.
Assists with research, gathers information and provides coordination of activities and administrative support of projects, programs or services
Prepares and maintains schedules, coordinates calendars, researches and makes travel arrangements
25% Instructional & Classroom Logistics
Build, process class schedules, and submit class change requests when needed; reserves classroom/rooms and manages room-reservation systems.
Contact adjuncts, finds substitutes, and assists with faculty hiring/onboarding.
Draft and distributes departmental announcements, and other program-related information
Check classrooms for supplies and current configurations.
25% Budget & Inventory Management.
Coordinates purchasing, receipts, and maintenance of supplies and equipment.
Monitors and tracks division budgets, funding and expenditures; assists with budget preparation and financial reporting.
Reconciles P-Card purchasing inline with District Guidelines.
Utilizes HCM/FMS/SIS (or equivalent) system for payroll, time-and-labor entry, and student information tasks.
Coordinates the inventory and replenishing of office supplies and office equipment maintenance services
10% Document Creation, Records Management & Research Report.
Researches, gathers, compiles and reviews data and information in support of assigned function, program, project or support area.
Designs and formats complex documents; composes original documents, correspondence, presentations, and creates documents, reports, correspondence, and/or other communication materials.
Conducts research and gathers data to support programs, project, or retention initiatives; prepares routine and non-routine correspondence.
Oversees the maintenance of files, records, database information and documentation related to assigned area and according to established procedures
5% Staff Training & Other Duties
Provides training, orientation, and ongoing support to new staff and faculty on department processes and tools.
Other duties as assigned - flexible tasks that arise to meet departmental goal and priorities.