Clerical/Admin - Administrative Assistant

Administrative Specialist Sr Job ID: 323161 Location: Phoenix College Full/Part Time: Full Time Regular/Temporary: Regular Hourly Rate $19.45 - $25.29/per hour 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 Situated in central Phoenix, Arizona, Phoenix College (PC) welcomed its inaugural class of students on September 13, 1920. A comprehensive community college with over 17,000 students and more than 150 degree and certificate programs, including two bachelor's degrees, Phoenix College embraces a student-centered approach to ensure quality teaching and learning. PC is a designated Hispanic Serving Institution (HSI) and is nationally recognized with the Seal of Excellence. In 2025, PC was named as one of the top 16 community colleges in the nation as a Most Promising Place to Work by the National Institute for Staff and Organizational Development (NISOD). Join our top-tier faculty and staff as we innovate and lead in higher education. 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: 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: District-Wide Wellness Program with Workshops and Webinars Monthly Health & Wellness Calendar and Newsletter Virta Diabetes Reversal Program and Support Groups Employee Assistance Program (EAP) Sight-On-Site Eye Care Services Pre-Retirement Planning Events Qualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full-time for an eligible employer) Job Summary Phoenix College is seeking a full-time Administrative Specialist Senior to manage a variety of administrative tasks, including scheduling, correspondence, meeting preparation, and purchasing. The Administrative Specialist Senior provides support to the Office of the Dean of Student Affairs, including a Dean of Enrollment and Dean of Retention, and the departments they oversee. This position will assist with projects and facilitate communication across departments to support student-centered initiatives. The role requires a high level of organization, attention to detail, and discretion in handling sensitive information, while fostering a welcoming and professional environment for students, staff, and campus partners. To succeed in this role, you will need excellent communication and organizational skills and proficiency in using modern office technology and other software to document work activities and organize daily priorities. Essential Functions 40% - Executive Support Performs administrative and general office activities in support of assigned executives and programs. Serves as receptionist, greeting visitors and providing information to individuals seeking assistance from the Deans. Acts as the primary point of contact for external and internal stakeholders and responds to inquiries. Ensures confidentiality of information and safeguards the security of data and records; coordinates and troubleshoots assigned projects, programs, and initiatives. Updates stakeholders on progress & ensures deadlines and timelines are met. Maintains deans' calendars, ensuring in-person and virtual meetings, and events are accurately scheduled with all required attendees and documents or links. Assists staff with travel arrangements and purchases, including flight, registration, and hotel reservations, using a ProCard. Creates and follows up on help desk tickets for IT, facilities, etc.; and stays up-to-date on training, regulations, policies, and procedures. 20% - Financial Processes Creates requisitions and purchases supplies and equipment; tracks and maintains account balances and spending. Monitors expenditures through requisitions, purchase orders, and ProCard transactions. Researches and communicates discrepancies to Fiscal Services. Manages the receipt, storage, and distribution of supplies. 20% - Staff Support and Special Projects Supports onboarding and orientation for new Student Affairs staff. May provide training and guidance to Federal Work-Study student workers and part-time staff. Assists with special projects and initiatives as assigned. 15% - Communication Provides administrative support for meetings by preparing invitations, agendas, documents, and meeting notes; attending meetings; and following up on action items. Creates forms and assists with preparing presentations and slide decks 5% - Other Performs other duties as assigned. Minimum Qualifications Associate's Degree from a regionally accredited institution and two (2) 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 1. Two (2) or more years of experience with purchasing and procurement in a higher education setting. 2. Experience with financial management systems. 3. Strong organizational and time‑management skills, with the ability to effectively manage competing priorities, deadlines, meetings, calendars, and special projects. 4. Experience handling confidential and sensitive information with a high degree of professionalism and discretion. (Examples on resume can be: HIPPA, FERPA, Title IX). 5. Ability to independently identify and resolve routine administrative issues and appropriately determine when matters should be escalated to the Deans. 6. Proficiency with Microsoft Office or Google Workspace, including calendars, spreadsheets, word processing, presentations, and email. 7. One (1) year of full‑time, relevant MCCCD experience within the previous two (2) years. Special Working Conditions MCCCD does not sponsor individuals for any type of work visa. ADA AND OTHER REQUIREMENTS Positions in this class typically require: typing, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Working Conditions: Work is routinely performed in an indoor, office environment. Posting Close Date Open until filled. First Review on 09/10/2026. Please apply on or before 9/9/2026 to be considered for the first review. 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. #J-18808-Ljbffr