Administrative Specialist Sr

Administrative Specialist Sr

Job ID : 319746

Location : District Support Services Cntr

Full / Part Time : Full Time

Regular / Temporary : Regular

Salary Range

$18.56 - $24.13 / hourly, DOE

Grade

Work Schedule

Monday - Friday, 8am - 5pm

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

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

As a Human Resources Administrative Specialist Sr., you will play a crucial role in supporting our HR department in various administrative tasks.

You will be responsible for assisting with day-to-day HR operations and ensuring the smooth functioning of HR processes.

This opportunity will assist the Human Resources People Experiences division by coordinating HR programs, departmental projects, and activities.

As we are a multi-functional team, this position will liaise with other administrators and outside organizations on departmental services and activities.

This position offers an excellent opportunity for growth and development in the field of human resources.

Essential Functions

50% - Coordinate, administer, and support training & learning programs and events provided by the Center for Employee Development (CEOD) including but not limited to Performance Success, employee events and retreats, and continuing education programs;

support and coordinate new employee orientation and on-boarding programs, apprenticeship programs, HR professional development and training workshops, and other learning and training programs, as assigned.

• Input data into the Human Capital Management System (HCM) to monitor registration, develop rosters, update / close classes in HCM, send electronic verification notices;
• coordinate and schedule College and District Office rooms, audio / visual and virtual requirements for courses and training workshops;
• coordinate, schedule and support webinars & distribution of pre-work; compile course evaluations; manage self-paced course materials and check-out processes;

and develop monthly, quarterly, and annual narrative & statistical reports. Respond to inquiries with detailed knowledge of policies, procedures and processes for each program.

15% - Collaborate with employee group representatives to coordinate & administer various Professional Growth Programs; use the Financial Management System (FMS) to track, monitor, approve, and process Professional Growth travel authorizations and expense forms for external workshops or events and / or for tuition reimbursement;

coordinate scheduling and contracting with vendors for Division learning events; developing & processing contracts, scheduling & facilitating monthly committee meetings, monitor, track and balance professional growth budgets, creating financial reports, meeting minutes, and maintaining files for division activities.

• 15% - Perform administrative duties for the Associate Chief Human Resources Officer (ACHRO) in the People Experiences Division including assisting with budget preparation, monitoring, and reconciliation processes;
• contract research and development; purchasing goods and services; taking and distributing meeting minutes; maintaining files;
• documenting Division processes and procedures; coordinating travel arrangements and processing expense reports; participate with administrators and other staff in planning division activities;

provide research support on special projects; maintain confidentiality on sensitive matters.

10% - Develop, coordinate and administer marketing activities, including developing training & learning schedules, brochures, promotional emails, postcards, promotional flyers, presentations, handbooks, and learning aides;

act as a liaison for, or representative of, the Division with various groups at college and district activities.

10% - Support various programs within the People Experiences Division including the Center for Employee Development (CEOD), Human Resources Solution Center (HRSC) and Client Services and 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.

High School Diploma or G.E.D. and four (4) years of administrative office support or related experience providing a wide variety of secretarial, administrative office support, and / or administrative coordination activities.

Desired Qualifications

A. Two (2) or more years experience with coordinating, monitoring, administering, and supporting employee development-related programs

B. Experience using a Human Resources Management Systems(HRMS) system such as PeopleSoft and HCM

C. Experience working with an online financial system such as a Financial Management System

D. Experience developing and maintaining databases

E. Experience working with multiple stakeholders across a large and diverse organization

F. Experience taking direction from and providing support to multiple team members and colleagues

G. Excellent writing skills

H. Experience taking and organizing meeting minutes, and agendas and coordinating future work among team members

Special Working Conditions

May be required to lift or carry up to 25lbs.

May be required to sit for a prolonged period of time; viewing a computer monitor

How to Apply

Applicants are required to submit a resume and strongly encouraged to submit a cover letter that details how the applicant meets the minimum and desired qualifications.

A cover letter may further highlight an applicant's knowledge, skill and abilities. 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 (must include number of hours worked)
• 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.

Posting Close Date

Open until filled

First Review March 4, 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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