Administrative Assistant III, Division of Lifelong Learning

Salary : $19.36 - $25.17 Hourly

Location : Prescott, AZ

Job Type : Full Time

Job Number : 2025-00213

Department : Community Education - Prescott

Opening Date : 10 / 06 / 2025

Description of Position

The Assistant III for Community Education and Experiential Learning in Prescott, Sedona, and the Verde Valley performs administrative support work of moderate difficulty for routine and special project work in a busy, often distracting environment. Excellent communication, real-time reprioritization, and independent project management skills must be exercised daily. The job requires the ability to work with multiple programs, including Community Education, College for Kids, Experiential Learning, and CampusCE fee-based usage by YC employees / programs. Provides administrative support for the Community Education Manager. Also, assists the Experiential Learning Manager (ELM) with programming tasks.

Also responsible for customer service : registration, orientation, and training for Community Education, Experiential Learning Programs, College for Kids. Serves as purchasing liaison for Community Education and Experiential Learning Programs. Reconciles the monthly TDR reports for these two programs, issues check requests, and runs Banner data reports to confirm financial transactions. Creates and reconciles multiple Experiential Learning trips and activities continuously and finalizes these budget reports upon completion of trips / activities.

Collects and prepares sensitive information for trips and C4K classes that require confidential student information and correspondence reports.

Coordinates transportation, as needed, schedules facilities, and driver training. Update annual driving record and insurance report for all approved drivers.

Creates requisitions and works directly with YC procurement buyers to purchase large dollar amount orders with companies, specifically our catalog printing services. Also, completes POs annually to close out those purchases.

Assists with the implementation and review of scholarship applications and the awarding of money to students.

Creates schedule in CampusCE and 25Live and establishes non-credit classes or events for Community Education and Experiential Learning programs.

Supports needs for credit program events as needed and coordinates their registration. Walk credit students through programs and provide additional support or direction to other services.

Assists instructors with advanced and new technologies to diversify class delivery. Set up Zoom and Weblive classes. (Could move into VR and AI assistance to instructors as the possibilities increase.) Provide additional training to instructors to help their classes run smoothly.

Provides marketing support for Community Education and Experiential Learning classes and all division programs for better promotion, requiring the use of advanced Microsoft, Adobe, and other AI programs. Coordinates with the Marketing Department to promote classes and events.

Other related duties as assigned

Minimum Expectations & Requirements

• Associate degree or equivalent experience. Two years of increasingly responsible office experience OR equivalent combination of education / experience required to successfully fulfill job duties
• Ability to work in a dynamic office setting Proficient in HTML and MS Office products including Word, Excel, PowerPoint, and Outlook
• Incumbents may be required to learn applications related to the area of assignment
• Ability to work with confidential / sensitive information
• Attention to detail in all duties (proofreading, problem-solving, course building, etc.)
• Knowledge of department procedures
• Aptitude to learn and master YC software applications

Preferred Skills & Abilities

Bachelor's degree Work experience in a community college / higher education work environment

Excellent computer skills including but not limited to mail merge, Excel Power Query, JotForm, Mailchimp, and Adobe Suite

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Regular attendance is an essential job function as it demonstrates dependability towards the performance of job duties.

Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate with frequent interruptions.

Yavapai College offers its full-time employees a comprehensive benefit package :

HEALTH / LIFE BENEFITS

RETIREMENT BENEFITS

LEAVE BENEFITS

OTHER BENEFITS