Administrative Coordinator | Tucson, AZ

coordinating multiple or complex processes that require analytical decision-making skills.

Provides information and assistance to the college and the public. Creates presentations in multiple formats. Generates reports, requisitions, purchase orders, and monitors invoices.

Updates and manages department files and records. Schedules department meetings. The work schedule for this position is flexible and may include working evenings and weekends. Duties and Responsibilities: Provides administrative support to mid-level and higher administrative staff and assists faculty/staff by answering, screening and directing phone calls; reviews and responds to emails; prepares and proofs

reports, letters, spreadsheets, personnel related paperwork, travel documents, and requisitions; coordinates meetings, and takes notes Manages assigned online files and groups, including records management and communication tools Responds to complex requests for information from staff, faculty, students and the community Coordinates all campus and community communications.

Coordinates media and community visits, facilities, and IT interface. May work with students on program or area processes such as high school graduation, college graduation, transcript processing, honors certification, and assigned similar areas Interacts with students, faculty, staff, and the general public to

answer questions concerning processes and procedures or confidential issues or concerns.

Keeps current with all policies and procedures and processes for College systems and serves as a clearinghouse for inquiries and support to these systems, making referrals to appropriate areas as needed Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, ad-hoc reports and data as requested Tracks 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 requested Supervises and evaluate part-time temporary staff to include prioritizing and assigning work; ensuring staff members are trained, making hiring, termination and disciplinary recommendations Schedules and coordinate staffing across multiple locations ensuring adequate staff coverage for all sites Coordinates projects with administrative leadership, supervisor, and related groups regarding budget, confidential records, and upcoming projects Develops and implements training for staff including new hire orientations, new hire/change of location/retirement paperwork, facilities and IT access requests, new hire and annual training, and site location requirements.

Functions as a liaison between students, faculty, staff, and the general public Updates confidential files and records for students and staff Orders and maintains materials and supplies Troubleshoot, advise and support staff and various departments (such as ABECC, IT, facilities, student affairs, campus and site offices, etc. ) to implement, update and resolve technical problems including submitting and following up on IT tickets, FAMIS requests, purchasing, payroll, research requests and similar items Apply critical thinking and make decisions within the scope of the role including anticipating potential changes, concerns, and responses and then make appropriate adjustments Takes initiative, responds to changing priorities, and facilitates resolution of issues as they arrive Coordinates other support staff based on area organization including but not limited to arranging coverage, leading projects, site support and planning, operational support and planning.

Provides feedback on these and related activities to administrators and other supervisors Performs all other duties and responsibilities as assigned or directed by the supervisor Job Requirements: Associates Degree/Vocational or technical training in office management and Three to five years of related experience providing technology general office supportor An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above Preferred: Bachelor's degree and/or advanced certification in administrative support or related area The ideal candidate will have the following knowledge, skills and abilities: Knowledge of administrative procedures and practices Knowledge of internal and external customer service principles and practices Knowledge and application of organizational and time management principles Skill in effective communication (both written and oral) Skill in performing a variety of duties, often changing from one task to another of a different nature Skill in positive, productive and flexible customer service Ability to adapt and maintain professional composure in emergent and crisis situations Ability to apply effective and accurate data entry and typing skills 9.

Ability to develop and maintain effective and positive working relationships