Administrative Coordinator (Executive Suite)

Administrative Coordinator (Executive Suite)

Job ID : 320437

Location : GateWay Community College

Full / Part Time : Full Time

Regular / Temporary : Regular

Hiring Salary Range

$23.17 - $30.12 / hourly, DOE

Grade

Work Schedule

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

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

This position offers remote work allowing employees a combination of onsite and work from home options. The expected remote work schedule for this position will be determined upon hire.

Work Calendar

12 Months

Maricopa Summary

Are you looking for a place to work where you can make a real difference in the lives of over 200,000 college students every year?

Would you like to be part of an organization that adds $7.2 billion dollars to the economy and supports nearly 100,000 jobs in the fastest growing county in the United States?

Whether you're teaching, working, or learning Make It Happen At Maricopa County Community Colleges!

About Us

What's Currently Happening at Maricopa

• Many of our campuses have received grant awards through the National Science Foundation to improve undergraduate STEM Education : Hispanic-Serving institutions program (HSI Program).
• Commitment to diversity, inclusion, equity and employee groups to create an environment of shared governance
• One of the largest community college systems in the country
• 2020 Healthy Arizona Worksites Program recipient
• Named 19th Best Employer for Women by Forbes
• 2019 No. 42 in Arizona's Best Employers

Campus Statement

GateWay Community College is a Hispanic Serving Institution with one of the most diverse student bodies in the Maricopa Community College district.

Over 50% of our students indicate Hispanic heritage, 70% identify as Black, Indigenous People of Color (BIPOC) and better than half of the student population represents more than 40 countries.

GateWay is a College of Well- Being, committed to cultivating an environment of meaningful learning, engagement and connection.

We are looking for equity-minded applicants who reflect, and demonstrate sensitivity to and understanding of, the diverse communities and populations that make Arizona a rich and vibrant place to live and work.

When you join the team at GateWay, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice built on broad collaboration among faculty, staff, students, and community partners.

In deciding whether to apply for a position at GateWay, you are strongly encouraged to consider whether your values align with our Vision, Mission, Goals, and Core Values of Character, Care, Connection, Contribution and Career.

GateWay Community College is seeking to attract candidates who want to help us continue building and sustaining an inclusive and equitable working and learning environment for all students, staff, and faculty to thrive.

GateWay Community College understands that diversity is integral to excellence. We honor diverse experiences and perspectives, strive to create welcoming, inclusive, respectful learning environments, and promote access, opportunity, justice and well-being for all.

Benefits

The Maricopa County Community College District (MCCCD) is committed to providing you with a competitive, comprehensive benefits program that provides the care you and your family need to lead healthy and productive lives.

Our benefits are designed to provide support for every life stage and lifestyle in our community.

Benefits & Perks Options :

• 20 paid observed holidays
• Arizona State Retirement System (ASRS ) & 12% Employee Contribution Match (Pension, Long Term Disability, and Health Insurance)
• Paid vacation, sick, and personal time
• Maricopa Employee Store : Perks & Gears (exclusive discounts and offers for Maricopa Community Colleges faculty and staff)
• Annual professional development growth funding
• Tuition reimbursement for employees and dependents
• Flexible work schedules
• Maricopa Employee Health & Wellness Program :
• Sight-On-Site Eye Care Services
• Diabetes Empowerment Education Program
• Mobile On-site Mammography Screenings
• Employee Assistance Program (EAP)
• Wondr online program that teaches clinically-proven, healthy habits that lead to less stress, better sleep, weight loss, and more
• Pre-Retirement Events
• Public Service Loan Forgiveness (may forgive the remaining balance on a federal student loan made directly by the U.S.

Department of Education after qualifying).

10+ Maricopa Affinity Resource Employee Groups (Celebrates diversity, embraces inclusion, and supports employees, students, and community!)

Job Summary

GateWay Community College is now hiring for two (2) amazing new roles for our Executive Suite!!

The Administrative Coordinators of the Executive Suite will provide advanced administrative support, program / project coordination, management, and documentation for the Vice Presidents of the college.

These positions will be responsible for coordinating with other administrative assistants and support staff within the divisions of the college.

The Administrative Coordinators exercise 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.

The coordinators will work with all levels of college and district staff, as well as community, business leaders and students.

Essential Functions

60% - Coordinates and provides advanced administrative support, program / project coordination, management, and documentation for the Vice Presidents of the college.

• Coordinates initiatives to include tracking the implementation, completion, and budget management for the projects within the assigned areas;
• manages pro-card and budget reconciliation; supports events, including occasional evening and weekend events; performs research and analysis related to assigned projects;
• assists with development and implementation of division guidelines, forms, policies, and procedures as part of initiatives;

maintains and updates databases; coordinates and provides transactional support related to division operations; works with sensitive and confidential information, along with coordinating administrative activities

20% - Works in the online financial management system (FMS) for procurement, coordinating travel, etc., and other fiscal related duties;

as well as works in the online contract management system. Creates financial / analytical reports, presentations, documents, and process flow charts related to the academic services operations and initiatives

10% - Works in collaboration with the divisions' administrative specialist seniors; works directly with the Vice Presidents and other executive leadership;

maintains executive calendars, creates original correspondence on behalf of executive leadership, prepares agendas, records minutes of meetings, gathers research, and other materials for meetings and activities

10% - Maintains relationships with internal and external administrators, staff, faculty, and organizations; other duties as assigned

Minimum Qualifications

Associate's Degree from a regionally accredited institution and three (3) years of advanced administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff

High school or GED and five (5) years of advanced administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff

Desired Qualifications

A. Bachelor's degree or higher

B. One (1) or more years of experience in executive level office coordination

C. Two (2) or more years working in a higher education institution with a diverse student population

D. Experience using Google Suite (including Calendar, Sheets, Forms, Slides, Meet, and / or Drive) & MicroSoft Office (Excel, Word, etc), Adobe

E. Experience working with financial management systems (purchasing and procurement)

F. Experience working with student information systems (e.g. SIS)

Special Working Conditions

• May be required to travel to all Gateway / MCCCD Locations
• Will require some evenings and / or weekends
• May require prolonged periods of viewing a computer screen
• May be required to lift or carry up to #25 lbs
• 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.
• 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 the resume upon application, they will be requested at time of interview.

Additional guidance can be found here .

Posting Close Date

Open until filled. First Review on August 26, 2024.

Applications received after the review date may not be screened

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 320437&PostingSeq 1

jeid-7454260ef77c0047879bb2b4a32e7f9a