Administrative Specialist (Short-Term)

Hiring Salary Range

Grade

Work Schedule

Monday - Thursday, 8 : 00am - 6 : 30pm

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 $ 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

• Many of our campuses have received grant awards through the 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 46% of our students indicate Hispanic heritage and better than half of the student population represents more than 40 countries.

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.

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 and justice.

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 Values.

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.

20 paid observed holidays

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) Wondronline program that teaches clinically-proven, healthy habits that lead to less stress, better sleep, weight loss, and more Pre-Retirement Events

may forgive the remaining balance on a federal student loan made directly by the 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 a great new role! This position provides support for the college clock hour Beauty & Wellness programs.

The Administrative Specialist (Short-term) position will assist students, Instructors and Instructor Seniors with the department practices including providing customer service to clients, retail sales, appointment setting and higher level front desk duties;

assists the Clock Hour Director with scheduling and communication follow-up, as well as lends support across the entire staff.

This role works closely with the Clock Hour Director and site manager on overall department administrative tasks including some purchasing and inventory duties as well as contributing to department events, initiatives, projects, and communication.

Provides coverage at the Deer Valley campus; this role will also provide coverage at the Central City campus on occasion, so the ability to travel will be required.

Additional Information

This is a short-term position with an expected job end date June 30, 2025 with renewal based on available funds and the needs of MCCCD.

Essential Functions

30% - Assists in providing clock hour program and procedural information related to the completion of forms, cash handling (drawer balancing with Encore Salon POS software, iPad software and the SIS, reconciling sales from the clinic, products and tuition / ID payments, posting in SIS), appointment setting and front desk duties and other related documentation using established standards and procedures;

retrieves information and enters / updates information in reports, logs or other documentation / record-keeping system; acts as the frontline customer service contact for the clock hour division

• 20% - Reviews and verifies the accuracy and consistency of information, data, records, invoices and other assignment-related transactions (payment plan / contract set-up assistance for students) in accordance with established procedures and guidelines;
• May contact retail product vendors for purchase and delivery information; monitors and tracks expenses and may assist with clock hour budget related materials and proposals;

reviews bills of lading against items received; monitors supplies inventory, orders supplies, and / or processes and monitors supply requisitions

20% - Prepares and maintains routine (to Instructional Staff, re : clinic closures, complaints) and non-routine correspondence, floor sheets for students (point system for students), salon appointment reports, documents, records and files according to work specific work direction, established standards and procedures

20% - Updates and maintains schedules, calendars and related meeting materials for the Clock Hour Department.

10% - Retrieves information and enters / updates information in reports (product sold per students and appointments booked), logs or other documentation / record-keeping system;

performs other duties as assigned

Minimum Qualifications

Associate’s Degree from a regionally accredited institution and one full-time equivalent year of clerical, administrative office support or related experience.

A High School Diploma / GED and three full-time equivalent years of clerical, administrative office support or related experience.

Desired Qualifications

A. Experience in providing customer service to a customer base with diverse backgrounds and cultures.

B. Experience with retail sales, cash handling and inventory management

C. Experience in coordinating special events and providing support for various projects.

D. Experience with online systems, Google Suite, Client scheduling software, CRM, SIS, FMS, Canvas, etc.