Administrative Specialist Sr

Administrative Specialist Sr

Job ID : 321916

Location : Mesa Community College

Full / Part Time : Full Time

Regular / Temporary : Regular

Hiring Salary Range

$19.26 - $25.04 / hourly, DOE

Grade

110

Work Schedule

Monday - Friday, 8am - 5pm; some evenings and weekends may be required

Summer Hours : Monday - Thursday, 7am-6pm

Work Calendar

12 Months

Maricopa Summary

10 Colleges. Unlimited Opportunities.

The Maricopa County Community College District is one of the largest community college systems in the nation. Home to 10 individually accredited community colleges and 31 satellite locations, we proudly serve students in every corner of the Valley. Each day, our dedicated faculty, staff, and administrators, live out our vision- creating excellence in education for a better world.

We focus on people-not profits.

With 100% acceptance, zero rejections, and affordable tuition, we provide the flexibility and support our students need to succeed in and beyond the classroom. Discover how we're changing college.

We don't just support our community-we help build it.

We are the largest provider of workforce development training in the state. The activities of our colleges and their students support one out of every 28 jobs in Maricopa County. Learn about our economic impact.

We believe our employees are our most valuable asset.

Our 10 colleges and District Office support nearly 10,000 jobs and careers throughout Greater Phoenix.

Join us in making a real difference in the lives of over 140,000 college students each year.

Campus Statement

Mesa Community College (MCC), which is celebrating its 60th anniversary during 2025, is nationally recognized for its excellence in university transfer, career and technical programs, civic engagement, and innovative education. Serving more than 25,500 students annually, MCC offers a range of degree and certificate programs across its two campuses and additional locations. MCC students contribute more than 8,500 hours of community service annually. MCC serves as a key resource for education, workforce development, and lifelong learning. The college enhances student success through Guided Pathways with Integrated Support Services. A Hispanic Serving Institution, nearly 50% of MCC students are first-generation college attendees, and it boasts the largest Indigenous student population among Maricopa County Community College District (MCCCD) colleges, supporting students from 22 Arizona tribes and additional out-of-state tribes. Our award-winning faculty are committed to helping students achieve their goals through high-quality education, training and undergraduate research opportunities. Located in the East Valley of Phoenix, Arizona, MCC is one of 10 MCCCD colleges. Learn more at mesacc.edu .

Benefits

Maricopa County Community College District (MCCCD) is committed to providing a competitive and comprehensive benefits program that supports our employees' and their families' health and well-being. Therefore, the MCCCD benefits support every stage of life and are designed to meet the diverse needs of our community. Explore the wide range of benefits and perks available to eligible employees at MCCCD :

Affordable and Comprehensive Benefits Package :

• Nationwide Medical, Dental, and Vision Coverage
• Paid Time Off : Vacation, Sick Leave, and Personal Time
• 20 Paid Observed Holidays
• Company-paid Life Insurance, AD&D, and Short-Term Disability plans, with the option to purchase supplemental coverage
• Arizona State Retirement System (ASRS) Pension , including Long Term Disability and Retiree Health Insurance with 100% employer-matching contributions
• Optional Retirement Plans : 403(b), 457(b), Roth 403(b), Roth 457(b)
• Tuition Reimbursement for employees and dependents
• Annual Professional Development Funding
• Flexible Work Schedules

Employee Health & Wellness Programs :

Job Summary

Are you an organized, tech-savvy, and people-centered professional ready to support purpose-driven work that transforms students' lives? Join the Office of Philanthropy and Alumni Engagement at Mesa Community College (MCC) as our next Administrative Specialist Sr., where your talents will help drive transformational impact through education, connection, and philanthropy.

This is not your average administrative role-you'll be a key partner of a high-performing team, supporting fundraising efforts, alumni engagement, and donor stewardship. From managing financial processes and coordinating events to maintaining donor databases and crafting professional communications, you'll be involved in diverse, dynamic work that keeps our mission moving forward.

We're looking for someone who is energized by teamwork in a fast-paced environment, values relationship-building, and takes pride in producing quality and detail-oriented work. If you're eager to grow your career in a role that blends operational excellence with heart, we want to meet you.

Essential Functions

20% - Administrative Support & Strategic Partnership

Play a central role in the daily operations of the Office of Philanthropy and Alumni Engagement.

Manage calendars and coordinate meetings and appointments for the Chief Philanthropy Officer.

Ensure office processes are well-documented and run efficiently.

Handle confidential donor and prospect information with the highest level of discretion and professionalism.

20% - Financial Processing & Gift Administration

Help ensure financial accuracy and transparency in support of our fundraising mission.

Prepare purchase requisitions and manage purchase orders using the college's financial system.

Monitor inventory and supplies, track budget expenditures, and assist with accounts payable.

Accurately process and deposit charitable gifts, ensuring correct fund allocations.

Generate pledge reminders, donor invoices, and maintain gift tracking documentation.

20% - Donor & Alumni Data Management

Keep donor records accurate, up-to-date, and ready to support strategic fundraising efforts.

Enter and update donor and Mesa Community College alumni data in donor database systems ensuring data integrity.

Assist with donor and prospect research and help gather relevant background information.

20% - Donor Relations, Events & Stewardship

Be at the heart of planning experiences that engage, inspire, and recognize our donor community.

Support the planning and coordination of events such as donor receptions, alumni gatherings, and stewardship meetings.

Manage logistics for meetings and events, including catering, space booking, and A / V setup.

Draft thank-you letters, emails, donor reports, and recognition materials, in partnership with the Philanthropy and Alumni Engagement team.

Serve as a professional and welcoming liaison between the college and donors, alumni, and partners.

10% - Front-Line Communication & Support

Be the friendly, knowledgeable first point of contact for the office.

Answer phones, greet visitors, and provide timely, helpful responses to questions and requests.

Direct inquiries to appropriate team members or departments, ensuring exceptional service.

10% - Other Duties as Assigned

Bring your adaptability and collaborative spirit to assist with additional tasks as needed to support the department's goals and college mission.

Minimum Qualifications

Associate's Degree from a regionally accredited institution and two full-time equivalent years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and / or administrative coordination activities.

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.

Desired Qualifications

A. Exceptional organizational and time-management skills : Experience with prioritizing and managing multiple responsibilities, projects, and deadlines with efficiency and accuracy.

B. High attention to detail : Experience with handling donor data, financial transactions, event logistics, and written communications.

C. Strong communication skills : Experience with drafting professional correspondence, and responding to inquiries effectively.

D. Discretion and professionalism in handling confidential information : Proven experience managing sensitive donor, financial, or personnel information with integrity.

E. Proficiency in administrative technology and digital tools : Demonstrated ability to navigate and learn multiple software platforms and systems, including Microsoft Office and Google Suites, CRM databases such as Raiser's Edge, financial management tools, and emerging technologies such as AI-powered productivity tools and cloud-based collaboration platforms (e.g., Microsoft Teams, Google Workspace, or similar).

F. Event and meeting coordination experience : Ability to plan and execute meetings and events, including managing vendors, logistics, catering, and A / V needs.

G. Customer service and relationship-building : Strong customer service orientation with a proven ability to build lasting relationships.

Special Working Conditions

May be required to lift or carry up to 25lbs.

May be required to work evenings and weekends.

MCCCD does not sponsor individuals for any type of work visas.

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.

Applicants who currently work for any of the MCCCD campuses / locations should utilize their HCM Employee Self Service page to apply for jobs by logging in to HCM and clicking on NavBar >

Navigator >

Self Service >

Recruiting >

Careers. Click on link for instructions on how to apply.

Applicants who are not currently working for any of the MCCCD locations should apply at https : / / www.maricopa.edu / about / careers.

If you encounter a technical issue in the upload of documents or the submission of your application, please contact MCC Human Resources at strategicstaffing@mesacc.edu prior to the application deadline. We are accessible on business days from 8 : 00 am to 5 : 00 pm Arizona time.

Posting Close Date

Apply on or before 10 / 12 / 2025 to be considered.

EEO, Title IX, & Clery Act

Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.

Title IX of the Education Amendments of 1972, states : "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance."

The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators.

The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act.

To apply, visit https : / / jobs.maricopa.edu / psp / MCPAHPRD / EMPLOYEE / HRMS / c / HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1000&JobOpeningId=321916&PostingSeq=1

jeid-1708c2000a3f3e4ea31677e1d3499f97