Administrative Assistant 2 (Part time)
Pima Community College

Pima Community College

Pima Community College Named 5th Best Employer to Work for in Arizona

Position Title: Administrative Assistant 2 (Part time)

Department: Adult Basic Education - Downtown Campus

Starting Rate: Band 2 - $18.08 - $22.60

Closed Date: April 5, 2023, 5:00 PM Arizona Time

Position Summary:

The Administrative Assistant 2 performs a variety of office support duties for multiple programs performing a full range of advanced clerical and office support duties. Gathers, compiles, and maintains data using a variety of systems. Generates reports, requisitions, purchase orders, and monitors invoices. Updates and manages department files and records. Provides information and assistance to the college and the public.

About Adult Education:

For more than 50 years, Pima's Adult Basic Education Division has served adult learners in Pima County with Adult Basic Education, Adult Secondary Education, English to Speakers of Other Languages (ESOL), Refugee Education, Rights and Responsibilities of Citizenship, Student Engagement, IBEST and Transition programming and services. Each year, thousands of adults are served at college campuses, in community locations, virtually/online, at the Pima County Jail, and primarily at three large learning centers.

ABECC and Pima Community College are committed to ensuring diversity, equity, and inclusion at all levels and in all programs and services. Pima's Diversity Plan guides the ongoing work of Adult Basic Education where we aim to ensure that individuals of all races, ethnicities, gender identities, abilities, religious beliefs, and sexual orientations feel a sense of belonging and the ability to thrive. ABECC is proactive in seeking opportunities for employees to learn about and improve DEI for our students, staff, instructors, and community.

This position will work 28 hours per week.

The work schedule for this position is flexible and may include working evenings and weekends and local travel.

This is a grant funded position. Continued employment in the position is contingent upon continued funding through designated external sources.

Duties and Responsibilities:

• Provides advanced office support to administration and management. Assists Directors and AVC with data-related reports of a confidential nature, as needed
• Collects, enters, compiles, and maintains accurate and complete confidential student, division, and college data across multiple database systems and spreadsheets. Ensures data is collected and stored in alignment with local, state, and federal regulations, policies, and guidance to maintain compliance with FERPA, WIOA, State, College, and grant compliance
• Creates master schedule in statewide Adult Ed database (AAEDMS). Creates courses in databases detailing course schedule and modality in alignment with college and funder standards. Prepares class lists and reports on enrollment. Provides learners and instructors with the class lists and meeting information needed to ensure access for all learners. Monitors and approves attendance and assessment data to ensure accurate, auditable records
• Screens and directs phone calls and emails to the appropriate staff. Supports all learners and stakeholders that connect with ABECC on a walk-in basis and by phone. Provides detailed information relating to College inquiries in multiple areas including admissions, registration, new student orientation, and assessment
• Orders and maintains materials and supplies
• Performs all other duties and responsibilities as assigned or directed by the supervisor

• One to three years of related experience providing technology general office support

• Candidates who possess similar minimum objective qualifications should describe in detail the education and work experience you regard as establishing the equivalency

• Associates Degree/Vocational or technical training in office management
• Bilingual in English and Spanish

• Organizing work and balancing multiple priorities
• Critical thinking and problem solving to verify and analyze collected data
• Using computers and software application programs
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc
• Knowledge of and experience working with diverse adult learners including immigrants and refugees, adult basic education learners and HSE-seekers, and other adults seeking support with a variety of barriers to success in education and employment
• General record keeping principles; Basic database entry principles
• Maintaining confidential records
• Establishing and maintaining cooperative working relationships within a diverse, multicultural, and student-friendly environment
• Customer service principles
• Demonstrate curiosity and humility in seeking to understand and empathize with diverse populations in an effort to provide services that foster diversity, equity, and inclusion
• Basic math principles as applied in spreadsheets for data collection
• Spelling and grammar principles
• Preparing a variety of reports