Administrative Assistant 2 - Science

We're thrilled you're considering a position with us. To help you prepare, please have the following information readily available before you begin your application: Resume/CV, Letter of Interest , and other applicable documents for the job. You will be completing information related to work history , educational background , and contact information .Some roles may have additional, job-specific questions to better assess your qualifications. We're committed to a fair and transparent hiring process. To find out more information about us, please click here .All employees are expected to live and work within the state of Arizona as a condition of employment. All selected candidates are subject to a successful completion of a background check.The data we collect during the application process is used to evaluate your qualifications for the role you're applying for. All data is handled with strict confidentiality and in accordance with our privacy policy.Position SummaryThe Sciences Division at Pima Community College has a passion for instilling scientific knowledge and curiosity through innovative and inclusive learning environments. The division is comprised of approximately 40 full-time faculty, more than 100 adjunct faculty, and more than 30 staff members, resulting in one of the largest instructional units in the District. The Administrative Assistant 2 directly supports both the academic and operational sides of the Division. More specifically, the academic side of the Division includes the Dean’s office, while the operational side includes the Science Lab Manager. The Science Lab Manager assists in overseeing the science labs on all campuses.The Administrative Assistant 2 is the primary caretaker of division workflow and performed a variety of office support duties for multiple programs performing a full range of advanced clerical and office support duties including: coordinating faculty travel, student support, assisting with course scheduling and cancellation, initiation of paperwork for personnel and payroll action, follow-up on compliance reporting such as grade submissions, purchasing, and general division troubleshooting. Incumbents are responsible for performing a variety of advanced-level office support assignments of high complexity requiring greater independent judgment. The incumbent will provide high-quality customer service to students, faculty, and staff. Work is usually performed with limited supervision.Duties & ResponsibilitiesProvides advanced office support to administrative staff and assists faculty by answering, screening, and directing phone calls; reviews and responds to emails; prepares proofs and reports, letters, spreadsheets, invoices, and requisitions; coordinates meetings, and takes notes; maintains shared calendars, manages listserv, Google Groups, and shared documents; prepares paperwork for personnel and payroll action; maintains accurate records; order and maintain materials and supplies; and performs data entry with minimal errorsServes as the first point of contact for inquiries, complaints, and concerns. Interacts with students, faculty, and staff, and general public to answer questions concerning processes and procedures or confidential issues or concernsGathers, assembles, updates, and distributes a variety of department or college-specific information, forms, records, and data as requested while maintaining confidentialityTracks financial activity and departmental budgets; reviews financial transactions and other documents for accuracy and availability of funds; ensures compliance with laws and College regulations and policies. Prepares financial documents as requestedParticipates in development of master schedule with administrative staff and division leadership. Prepares reports on enrollment, loads, and status of adjunct faculty contracts. Provides notice of cancellation of classes and cancellations of faculty contracts in final approval status. Inputs textbook adoptions; compiles and maintains book order records, desk copy orders, and inventoryStays informed of all instructional deadlines, distribute reminders, and follow-up with faculty as neededCoordinates tasks with division Dean and division leadership regarding budget, confidential records, upcoming projects, and special requestsProvide support to the Science Lab Manager, such as Concur reports, hiring processes, processing records, creating spreadsheets, collecting schedules, and follow-up with faculty on lab-related issuesAssists in coordinating resources, as needed, to eliminate bottlenecks and create efficient workflowsOrders and maintains materials and suppliesPerforms all other duties and responsibilities as assigned or directed by the supervisorJob Requirements/QualificationsHigh school diploma or GED andOne to three years of related experience providing general office support required or An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above PreferredAssociates Degree/Vocational or technical training in office managementKnowledge, Skills And AbilitiesAdvanced, current office management techniques, procedures, and methodsComputer equipment and technology usage to include word processing, database, spreadsheet, and other softwareStrong skills using the Google Suite and Adobe to create, edit, and share documentsMaintain confidentiality on all matters including keeping proprietary recordsStrong customer service skillsExperience providing assistance to students and facultyAdvanced social skills to work with people to achieve goals and actively look for ways to help peopleExcellent writing and preparation of reports, minutes, agendas, and other correspondenceExcellent spelling, grammar, and punctuation skillsSuccess in working as part of a teamMeet deadlines; prioritize while performing multiple tasksEstablish and maintain cooperative working relationshipsMaintenance of database systemsIf you require assistance, or a reasonable accommodation for individuals with disabilities, please do not hesitate to contact Pima Community College Human Resources.Human Resources Contact Information Phone: (520) 206-4624 TTY: (520) 206-4530 Email: hr@pima.edu Pima Community College is an Equal Opportunity Employer. We encourage applications from all qualified individuals.