Administrative Specialist Sr-Facilities

Maricopa Community College district
life insurance, paid time off, sick time, long term disability, tuition reimbursement, 403(b)
United States, Arizona, Phoenix
Jul 23, 2025
Administrative Specialist Sr-Facilities Job ID: 321612 Location: South Mountain Comm College Full/Part Time: Full Time Regular/Temporary: Regular Hourly Rate $19.26 - $25.04/per hour DOE Work Schedule Monday - Friday, 7am - 4pm; some evenings and weekends may be required Summer Hours: Monday - Thursday, 6am-4pm 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 South Mountain Community College (SMCC) reflects the diversity of the surrounding community, a rich mix of rural, urban, and suburban neighborhoods. Many of our students arrive from Phoenix, Laveen, Tempe, Guadalupe, and the surrounding area to attend classes at the main campus or our offsite facility in Guadalupe; we also offer evening courses in Laveen at Betty Fairfax High School. Of the approximately 5,000 students enrolled at SMCC nearly 70 percent were first-generation college students and 48 percent intended to transfer to a university to further their education. And, with more than 80 percent of these students identifying as a minority, SMCC has been federally designated as a Minority Serving and Hispanic Serving Institution. Our small, personalized classes are offered days, evenings, and online, led by an engaged and accomplished faculty. Career and academic counseling are also available. SMCC is also a Strengths-Based Institution, helping you determine your strengths and then strategize with you to maximize those strengths in your academic and career choices. 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: Affordable and Comprehensive Benefits Package: 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, Support Groups, and Diabetes Empowerment Education Programs Employee Assistance Program (EAP) Sight-On-Site Eye Care Services Mobile On-Site Mammography Screenings 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 Are you a proactive, detail-oriented professional who enjoys keeping things organized and moving forward? South Mountain Community College is seeking a Senior Administrative Specialist to support our campus operations with a strong focus on coordination, communication, and customer service. This role requires a diverse skill set-including excellent organizational and communication abilities, adaptability, and proficiency in various software systems. You'll be trusted to manage calendars, maintain confidential information, support events and programs, and problem-solve day-to-day administrative challenges. What You Bring: Strong organizational and time management skills Excellent written and verbal communication abilities Ability to handle sensitive and confidential information with professionalism Critical thinking and problem-solving capabilities Proficiency in office software and administrative systems This position offers a dynamic work environment where your skills and initiative will help shape the student and staff experience at SMCC. Ready to make an impact in a role that blends independence, collaboration, and meaningful work? Apply today and become an essential part of our team! Essential Functions The following duties are considered essential to the role of Senior Administrative Specialist and represent the core responsibilities of the position: Coordinate and Prioritize Administrative Operations (30%) Schedules and supports meetings, events, and daily office operations to ensure efficient workflow and service delivery. Provide Communication and Customer Support (10%) Responds to internal and external inquiries, communicates policy and procedural information, and prepares correspondence and documentation. Monitor and Process Financial Transactions (15%) Creates purchase requisitions using the Financial Management System (FMS), processes invoices, and monitors departmental budgets and expenditures. Maintain Records and Documentation (10%) Manages physical and digital records, databases, and reports in compliance with college procedures and retention policies. Support Program, Project, and Event Coordination (15%) Provides logistical and administrative support for departmental projects, student clubs, events, and special programs, including coordination with internal and external stakeholders. Supervise and Train Student Workers (10%) Recruits, orients, schedules, and oversees student workers to support departmental operations. Manage Office Inventory and Equipment (5%) Tracks and replenishes office supplies and coordinates the maintenance of office equipment. Assist Department Leadership (5%) Provides administrative support to the Director, including calendar management and coordination of key operational activities. Minimum Qualifications Associate's Degree from a regionally accredited institution and two years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities. OR High School Diploma/GED from a regionally accredited institution and four years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities. Desired Qualifications Describe your experience scheduling and coordinating a variety of activities, including meetings, events, or off-site engagements. Please include the types of tools you used (e.g., Outlook, Google Calendar) and how you prioritized competing tasks. Explain your experience preparing reports and working with data to support department functions. Include examples of the types of data, software used, and how the information supported decision-making or operations. Provide examples of how you've communicated with staff, leadership, or external partners in a professional setting. Highlight your role and the methods of communication used (email, in-person, phone, etc.). Describe your experience supporting meetings, presentations, or projects. Include the types of tasks you performed and any tools or systems you used (e.g., PowerPoint, shared drives, agendas, minutes). Briefly describe any experience you have with creating or editing presentations, agendas, or shared documents for team or departmental use. Special Working Conditions The duties of this position are primarily performed in a standard office environment and are considered sedentary in nature. The employee must be able to: Sit for extended periods of time Perform repetitive tasks such as typing and data entry Use hands and fingers for computer work, document preparation, and office equipment operation Occasionally lift and carry office materials or supplies weighing up to 10 pounds Communicate effectively in person, over the phone, and in writing See and read printed materials, computer screens, and written documents Hear and respond to oral communication in a variety of settings Work Environment: Work is typically performed in a climate-controlled office setting with standard lighting and noise levels. The role involves frequent use of computers, phones, printers, and other standard office equipment. Interactions may include staff, faculty, students, vendors, and other stakeholders across the college and community. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. 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. Posting Close Date Apply on or before Wednesday, August 6, 2025 to be considered 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?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1000&JobOpeningId=321612&PostingSeq=1 jeid-749b5b4242497d4fad5aa73185167758