Administrative Assistant 2

The Administrative Assistant provides support to the Division of Education and Student Success, a new created division at Pima Community College. The division includes faculty and staff in the Education, Early Childhood Education, and Student Success departments. The Administrative Assistant performs a variety of office support duties for multiple programs, handling a full range of advanced clerical tasks. The individual provides information and assistance to Division faculty and staff, the Dean, and the public, including K-12 and University partners. This includes creating presentations in multiple formats, generating reports, requisitions, and purchase orders, and monitoring invoices. The individual also updates and manages departmental files and records and schedules departmental meetings for the Dean.

Duties & Responsibilities

• Provides advanced office support to administrative staff and assists faculty by answering, screening and directing phone calls; reviews and responds to emails; prepares and proofs reports, letters, spreadsheets and requisitions; coordinates meetings, and takes notes
• Serves as first point-of contact for inquiries, complaints, and concerns. Interacts with students, faculty, staff, and the general public to answer questions concerning processes and procedures or confidential issues or concerns
• Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, and data as requested
• Tracks financial activity and departmental budgets; reviews financial transactions and other documents for accuracy and availability of funds; ensures compliance with laws and College regulations and policies. Prepares financial documents as requested
• Participates in development of master schedule with management administrative staff. Prepares reports on enrollment, loads, and status of adjunct faculty contracts. Provides notice of cancellation of classes and cancellations of faculty contracts in final approval status
• Coordinates projects with Academic Deans and Department Heads regarding budget, confidential records, and upcoming projects
• Develops and implements training for staff. Functions as a liaison between students, faculty, staff, and the general public
• Updates confidential files and records for students and staff
• Orders and maintains materials and supplies. Job Description
• Performs all other duties and responsibilities as assigned or directed by the supervisor

Job Requirements/Qualifications

• High school diploma or GED and
• One to three years of related experience providing general office support 

or 

•  An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above

Preferred:

• Associates Degree/Vocational or technical training in office management

Knowledge, Skills and Abilities

• Knowledge of administrative procedures and practices
• Knowledge of internal and external customer service principles and practices
• Knowledge and application of organizational and time management principles
• Skill in effective communication (both written and oral)
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in positive, productive, and flexible customer service
• Ability to adapt and maintain professional composure in emergent and crisis situations
• Ability to apply effective and accurate data entry and typing skills
• Ability to develop and maintain effective and positive working relationships