Job Summary
Estrella Mountain Community College (EMCC) is hiring an Administrative Specialist Senior. This position provides advanced administrative office support, and/or program coordination activities for the Occupational Education division. This position acts as the first point of contact to receive/respond to inquiries and requests.
Essential Functions
55% Provides primary administrative support for the following institutes: Administration of Justice, Automated Industrial Technology, Business, Culinary, Teacher Education, and Speech and Language Pathology (SLPA)
Administrative support includes the following:
- Coordinates and maintains textbook organization, office supplies, and mail pick-up, appointment scheduling.
- Fiscal responsibilities that include creation of purchase orders, department credit card purchases, division budget(s) monitoring, and financial record keeping
- Files and maintains confidential personnel records
- Assists with hiring and onboarding of new adjunct and residential faculty.
- Maintains academic records/files that are required for institutional accreditation
- Maintains distribution email lists for division and adjuncts
- Supports the division through business systems such as FMS, SSRS, HCM, SIS, Google Calendar/Drive/Sheets/Slides/Docs, R25 reservation system, etc.
25% Provides strong customer service, interaction, and support for the following to include but not limited to students, faculty, community members, vendors, and college staff.
Customer service, interaction and support include the following:
- Acts as a first point of contact for the Occupational Education division
- Receives and responds to inquiries and information requests on faculty schedules and contact information, course offerings, etc.
- Resolves issues or refers requests to appropriate person or department
- Supports residential and adjunct faculty by collaborating with faculty and other staff when needed/requested
- Accesses class rosters and data upon request by faculty
- Problem-solves daily to keep division working smoothly.
- Assists students and faculty with enrollment issues and provides courtesy calls to students regarding scheduling changes.
10%. Assists with the planning and implementation of various division events/programs.
This includes:
- Assists with designing divisional promotional materials.
- Provides technical assistance on projects and programs.
- Attends meetings as needed and takes minutes.
- Creates function forms, collects signatures, and pick up of supplies/food as needed.
10% Performs other duties commensurate to grade level of position.
Minimum Qualifications
Associates Degree from a regionally accredited institution and two (2) years of full-time equivalent administrative office support or related experience providing a wide variety of secretarial, administrative office support, and/or administrative coordination activities.
OR
High school diploma/GED and four (4) years of full-time equivalent administrative office support or related experience providing a wide variety of secretarial, administrative office support, and/or administrative coordination activities.
An equivalent combination of education and/or directly related work experience sufficient to successfully perform the essential duties of the position, unless otherwise subject to any other requirements set forth in law or regulation, may be considered.
Desired Qualifications
- Three (3) years of full-time administrative office support or related experience providing a wide variety of secretarial, administrative office support, and/or administrative coordination activities.
- Three (3) years of experience with purchasing processes using a Financial Management System (FMS) or other financial software.
- Three (3) years experience with entering and editing academic course schedules for multiple programs within an academic division, using a Student Information System / other scheduling software.
- Three (3) years of experience in maintaining academic and personnel records to include the organization of data using physical and electronic filing systems.
- Three (3) years of experience providing customer service to internal and external constituents
- Three (3) years of experience using multiple computer software programs such as Google tools, Excel, Microsoft Suite, Adobe, Photoshop, and InDesign to create documents, spreadsheets, flyers, programs, posters, etc.
Special Working Conditions
Ability to lift up to 25 pounds with or without a reasonable accommodation.
Salary Range
$18.91 - $24.58/hourly, DOE
Posting Close Date
Open until filled
Estimated first review on November 11, 2024
Must apply by 11:59 P.M. on November 10, 2024, to be considered
If unsuccessful in finding a candidate during the initial review a subsequent review date will be determined
How to Apply
Applicants are required to submit a cover letter and resume showing how the applicant meets the minimum and desired qualifications. All minimum requirements must be met at the time of the application.
Additional materials will not be accepted after the job posting has closed.
Missing materials or incomplete employment history will not be considered.
Please ensure your materials clearly provide the following information.
- Clearly illustrate how prior experience, knowledge and education meet the minimum and desired qualifications for this position.
- Indicate whether former or current employment is Full-Time or;
- Part-Time employment, to include Adjunct or Associate Professor (must include number of hours worked, contact hours or load)
- Provide employment history in a month/year format (e.g., 09/07 to 10/11) including job title, job duties, for each position held and name of employer for each position.
- Three professional references, preferably current and/or former supervisors. If references are not provided in resume upon application, they will be requested at time of interview.