New

Administrative Associate Coordinator

Maricopa Community College district
life insurance, paid time off, sick time, long term disability, tuition reimbursement, 403(b)
United States, Arizona, Mesa
Aug 01, 2025
Administrative Associate Coordinator Job ID: 321682 Location: Mesa Community College Full/Part Time: Full Time Regular/Temporary: Regular Hiring Salary Range $22.06 - $28.67/hourly, DOE Grade 112 Work Schedule Monday - Friday, 8am - 5pm Summer Hours: Monday - Thursday, 7am-6pm 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. 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 The Administrative Associate Coordinator is responsible for organizing and overseeing the daily operations of the Dean of Student Development, directors, and managers at both the Southern and Dobson and Red Mountain campuses of Mesa Community College. This role ensures smooth and efficient business functions by performing advanced administrative tasks that require in-depth knowledge of departmental operations. Key responsibilities include monitoring and managing budgets, coordinating travel and communications, overseeing project logistics, and reconciling Procard purchases. The position also involves managing multiple calendars and requires strong proficiency in office technology and software tools. Daily tasks can vary widely depending on the dynamic needs of the Student Affairs leadership team. Essential Functions 40% Administrative and General Office Operations, Support, and Scheduling Ensure smooth office operations, and support the team in administrative duties by organizing and coordinating the day-to-day activities of the Dean, directors, and managers to ensure efficient and effective business operations Ensure the Dean is apprised of office activities, approaching deadlines, and other business needs Coordinate administrative functions across two campuses and multiple locations; manage the Dean's calendar, schedule meetings, appointments, and ensure the Dean's time is used efficiently. Coordinate multiple calendars Reserve and prepare facilities, and record and transcribe minutes of meetings; arrange and coordinate travel schedules and reservations, including related expense reports Coordinate deadlines by prioritizing work demands Perform moderate to complex administrative support duties requiring specialized and extensive knowledge of the operations of the office; analyze unit operating practices, such as recordkeeping systems, forms control, office layout, suggestion systems, personnel and budgetary requirements, and performance standards to create new systems or revise established procedures Greet visitors, respond to or refer questions, answers and screen telephone calls, schedule and arrange conference calls; read, route, and respond to incoming and outgoing mail and correspondence, including email and faxes Create, proofread, and/or edit documents, reports, presentations, correspondence, and related materials; review and answer correspondence; prepare communications, such as memos, emails, invoices, reports, and other correspondence Prepare reports including conclusions and recommendations for solution of administrative problems Budget Support: Assist with tracking budgets for programs and events, including expenses and reporting; create and process requisitions, track purchases, maintain office supply inventories, and submit help desk tickets; monitor and track budgets, funding, and expenditures; create required documents needed to make purchases for upcoming meetings or departmental functions; manage a procurement card; maintain an excellent and accurate record account of all purchases and reconcile monthly purchases Serve as point of contact for the Dean for external and internal stakeholders and respond to any inquiries adhering to any rules, regulations, policies, and procedures Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing, and expediting orders for supplies Attend and contribute to meetings related to projects, programs, or functions within the dean's oversight; take notes and follow up on commitments/action items Direct services such as maintenance, repair, supplies, mail, and files Project management projects and conduct research, and carry out all things related to administrative support and general operations duties as required 30% Student Data, Records, and Systems Management Data Collection: Gather and organize data from various sources Report Generation: Assist with creating reports that analyze trends in student key performance indicators Database Management: Maintain and update databases or systems to track various college and student-related matters Develop and maintain filing and record-keeping systems for auditing purposes Coordinate with the Dean, directors, and managers to manage yearly memberships Create requisitions and assist with budget preparation by gathering and compiling data from multiple sources Assist students with concerns, including appeals and other irregularities Assist the Dean with timekeeping in the Human Capital Management (HCM) system; train employees on software programs such as Financial Management System (FMS) and Human Capital Management (HCM). 15% Student Support and Liaison Student Interaction: Serve as a point of contact for students who may have questions or need assistance. Assist the Dean in coordinating support services and other intervention strategies for students at risk Assist in the creation of promotional materials, newsletters, or web content related to various initiatives Outreach Coordination: Help organize and manage outreach efforts to engage students, faculty, and staff in student support services Coordinate communication and activities with the Student Affairs department, personnel, educational institutions, other outside organizations, and the public as appropriate Coordinate, monitor, and troubleshoot assigned projects within the area of the Dean, and the division if necessary 10% Compliance Maintain confidential student records in compliance with the Family Education Rights and Privacy Act, Student Code of Conduct, Title IX, etc Adhere to and ensure compliance with applicable policies and procedures and safeguards confidential information Ensure compliance, follow, understand, and adhere to federal, state, District Office, and institutional regulations/laws/policies Maintain student confidentiality, including accurate and confidential records as required by accreditation agencies, school policies, and administrative regulations Utilize relevant, appropriate, and approved systems to communicate and monitor student interaction and progress Monitor the compliance and reporting standards and remain abreast of district, state, and federal regulations. Maintain student confidentiality, including accurate and confidential records Contribute toward creating a positive and respectful workplace. Use access to sensitive and/or not yet public college-related information only in the performance of the responsibilities of the position and exercise care to prevent unnecessary disclosure to others Prepare accurate reports and documentation as required and requested Ensure students equal access to MCC's curricular and co-curricular activities; support students and counsel them to better understand their MCC experience Monitor the compliance and reporting standards and remain abreast of district, state, and federal regulations. Remain current on best practices in order to promote the highest level of professionalism and integrity 5% Other Participate in hiring committees as assigned Serve on various executive boards, college and district committees (including locally, regionally, and nationally) as designated and participate in meetings and conferences Responsible for other reasonable related duties as assigned commensurate to the grade level of the position Minimum Qualifications Associate's Degree from a regionally accredited institution and three years of administrative office support, secretarial, or related experience providing office coordination activities, preferably involving executive level staff. OR An equivalent combination of the conferred degree and directly related full-time work experience as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered. Desired Qualifications A. Three (3) years experience in administrative office support and office coordination practices in a higher education setting B. Experience using online systems such as a student information system, financial system, human resources system, planning/budgeting system, video conferencing platforms, and scheduling/calendar systems in a higher education environment C. Experience drafting formal written communication and preparing spreadsheets, reports and presentations appropriate to a higher education environment D. Experience with providing customer service particularly in regard to responding to inquiries, providing training and communicating policy and procedure E. Demonstrated ability to maintain confidentiality and discretion in handling information of a sensitive and personal nature F. Excellent written English communications skills as demonstrated in the cover letter Special Working Conditions May work in multiple/different office locations across the MCC Southern & Dobson and Red Mountain campuses, dependent upon institutional need. Red Mountain Campus is located at 7110 E McKellips Rd, Mesa, AZ 85207 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 NavBar > Navigator > Self Service > Recruiting > Careers. Click on link for instructions on how to apply. Applicants who are not currently working for any of the MCCCD locations should apply at https://www.maricopa.edu/about/careers. If you encounter a technical issue in the upload of documents or the submission of your application, please contact MCC Human Resources at strategicstaffing@mesacc.edu prior to the application deadline. We are accessible on business days from 8:00 am to 5:00 Posting Close Date Apply on or before August 28, 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=321682&PostingSeq=1 jeid-94cfe70f0e874c4f8e8d9ab57ad08372