Administrative Specialist Sr (Facilities)

Administrative Specialist Sr (Facilities)

Job ID : 319929

Location : Scottsdale Community College

Full / Part Time : Full Time

Regular / Temporary : Regular

Hiring Salary Range

$18.56 - $24.13 / hourly, DOE

Grade

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

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

Scottsdale Community College (SCC) is proud to be the only two-year public higher education institution located on Native American land.

As one of the 10 Maricopa Community Colleges, SCC currently serves more than 7,000 full and part-time students each semester from its surrounding communities, including the cities of Scottsdale, Fountain Hills, Phoenix, and the Salt River Pima - Maricopa Indian Community.

We are seeking to attract academically and culturally diverse staff and faculty who possess a strong commitment to teaching, learning, and student success.

We encourage all in our college community to contribute to and shape the direction of SCC's social justice, inclusivity, and equity strategies.

At SCC we are proud of our reputation as an innovative college that is focused on student success. Come join us in our desire to improve the quality of life in our communities by providing challenging, supportive, and engaging learning experiences.

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SCC Wins the 2022 Sterling Award

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MCCCD Fast Facts

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

Scottsdale Community College (SCC) is seeking a full-time Administrative Specialist Sr. This position will provide advanced administrative office support, for all facilities management department activities.

This position will provide administrative and / or office support for the Assistant Director of Facilities Management and department managers for moderately complex and varied work assignments which include support for procurement / purchasing, work order management, coordinating and assisting with projects / activities, and functions related to the campus facilities management office.

This position provides advanced administrative office support and secretarial support within the office of facilities management.

This position also maintains liaison with other administrators, employees, groups, and organizations.

To best serve the students, department, and college, this position requires a physical presence on campus.

Please read the "How to Apply" section to avoid incomplete application materials.

Essential Functions

40%- Prepares purchase requisitions using College Financial Management System (FMS), monitors departmental purchases and invoicing, purchase and issuance of office supplies, monitors inventory, reporting, and database updates.

Assists in monitoring and tracking budgets, purchase orders, vehicle scheduling, expenditures, and purchase cards. Administer contracting outside professional services.

40%-Schedules, prioritizes, coordinates and performs administrative office support activities related to meetings, events or office services in support of the Facilities Management department, Associate Vice President, and Assistant Director of Facilities.

Attends meetings, takes notes and follows up on commitments. Creates, edits, and proofreads documents. Maintains Assistant Directors and department calendars.

Act as primary point of contact and liaison for the Facilities Management department for external and internal stakeholders.

Compiles data for charts, summaries, or correspondence. Assists with research, gathers information and provides coordination and administrative support for Facilities projects or services.

10%- Answers Assistant Directors phone calls, greets visitors, and provides information. Receives and responds to inquiries and information requests, resolves issues, & / or directs requests to appropriate resources.

Answers correspondence concerning routine administrative matters. Communicates with internal and external customers as needed.

10% - Oversees the maintenance of files, drawings, warranty files, records, database information, and documentation related to the assigned area and according to established procedures.

Designs and formats complex documents, presentations, reports, and / or other communication materials. Performs other related duties as assigned.

Minimum Qualifications

Associate's Degree from a regionally accredited institution and two (2) years full-time equivalent of administrative office support or related experience providing a wide variety of secretarial, administrative office support and / or administrative coordination activities.

High School Diploma / GED from a regionally accredited institution and four (4) years full-time equivalent of administrative office support or related experience providing a wide variety of secretarial, administrative office support and / or administrative coordination activities.

Desired Qualifications

A. Three (3) years or more of full-time experience as an executive secretary or administrative assistant / coordinator supporting senior management-level positions.

B. Two (2) years or more of experience in maintaining complex, accurate and / or confidential records (electronic and physical), monitoring budgets, preparing requisitions, invoicing, and maintaining financial records.

C. Experience with computer software such as Microsoft Office and online collaboration tools / email (i.e., Google Docs, Gmail), and the general use of a personal computer.

D. Experience collaborating and interacting with both internal and external partners in various work environments.

E. Experience actively collaborating / supporting a team.

F. Knowledge of standard office practices, procedures, and equipment.

G. Effective written communication composing standard office communications such as emails, letters and reports. (See Special Notes on "How to Apply", based on cover letter).

Special Working Conditions

• Travel to campus during the interview / selection process will be at the candidate's own expense.
• May require prolonged periods of sitting and viewing a computer screen.
• May be required to lift or carry up to 25 lbs.
• This position requires a physical presence on campus.

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 resume upon application, they will be requested at time of interview.

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 Navigator / Menu / Self Service / Recruiting / Careers.

For instructions on how to apply, go to HCM Internal Applicants Quick Reference Guide

At this time, Scottsdale Community College does not provide Visa Sponsorship.

Posting Close Date

Open until filled

First Review has been extended to May 3, 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?

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