Job Description

Administrative Specialist II

Salary
Depends on Qualifications

Location
Flagstaff (Lone Tree Campus), AZ

Job Type
Full-Time

Job Number
036-34

Division
President's Office

Opening Date
10/10/2024

FLSA
Non-Exempt

Summary
The Administrative Specialist II provides essential administrative and operational support to the Assistant to the President and assists in the effective functioning of the Office of the President. This role handles a variety of complex administrative tasks, ensures seamless communication between the Office of the President and various internal and external stakeholders, and helps manage critical office processes. The position requires excellent organizational skills, discretion in handling sensitive information, and the ability to manage multiple priorities in a fast-paced environment. This position requires to work occasional after-hours events, including monthly District Governing Board meetings. First Application Review: October 28, 2024 - Open until Filled

Position Summary
The Administrative Specialist II provides essential administrative and operational support to the Assistant to the President and assists in the effective functioning of the Office of the President. This role handles a variety of complex administrative tasks, ensures seamless communication between the Office of the President and various internal and external stakeholders, and helps manage critical office processes. The position requires excellent organizational skills, discretion in handling sensitive information, and the ability to manage multiple priorities in a fast-paced environment. This position requires to work occasional after-hours events, including monthly District Governing Board meetings.

First Application Review: October 28, 2024 - Open until Filled

Salary & Benefits:

Anticipated Hiring Range: $19.00 - $23.25/hour - depending on education and experience
Full Salary Range: $19.00 - $27.49/hour - depending on education and experience
Cafeteria Plan: In addition to the base compensation, benefits-eligible employees receive an extra $5,640 per year to put toward benefit costs or to be used as additional take-home pay
Paid Holidays: 21 (including a full week off between Christmas and New Year’s Day and over Spring Break)
Vacation & Sick Leave: Approximately 17 paid vacation days & 9 paid sick leave days accrued annually
Health Insurance and Other Coverage: see https://www.coconino.edu/benefits/full-time-benefits

Coconino Community College Diversity Statement

Coconino Community College recognizes and respects diversity and the value it brings to our communities. We appreciate and welcome cultures, identities, beliefs, experiences and all that makes us unique. CCC champions and takes action to build an inclusive work and learning environment. We are allies and advocates, navigating respectful dialogue about our shared humanity.

Essential Duties and Responsibilities
Executive Administrative Support:

• Provide administrative support to the Assistant to the President, managing day-to-day operations, including scheduling, document preparation, and communications.
• Assist in drafting, editing, and proofreading forms, letters, reports, meeting minutes, agendas, and other official correspondence, ensuring accuracy and professionalism.
• Serve as a liaison for internal and external communications between the Office of the President and other departments, educational organizations, community members, and external agencies.
• Support special projects and initiatives as directed by the Assistant to the President, including assisting with strategic planning and accreditation-related activities.
• Handle procurement card (P-Card) reconciliation and assist with budget reporting, ensuring that financial records are accurate and up to date.

Event Planning and Coordination:

• Assist in coordinating events directly related to the Office of the President, including District Governing Board meetings, executive leadership events, and community partnerships.
• Handle logistics such as venue selection, catering, technology setup, and event communications, ensuring that all aspects of events are executed smoothly and on schedule.
• Prepare materials for meetings and events, such as agendas, presentations, and packets for the District Governing Board and other key stakeholders.
• Support the Assistant to the President with high-profile event planning, ensuring that all details are professionally managed and that stakeholders are well-supported.

Calendar and Travel Management:

• Assist with the management of the President’s and Assistant to the President’s calendar, scheduling appointments, meetings, and retreats, ensuring efficient use of time.
• May assist with travel arrangements for the Office of the President.
• Serve as a backup in maintaining accurate and up-to-date contact lists for the Office of the President and related stakeholders.

Record and Documentation Management:

• Organize and maintain records for the Office of the President, including meeting minutes, reports, confidential documents, and records related to policy and procedure changes.
• Support the Assistant to the President in maintaining the College’s policy and procedure website and SharePoint sites, ensuring that documents are accurate, accessible, and up to date.
• Assist in preparing materials for the District Governing Board, including confidential executive session documents, ensuring adherence to legal standards.

Customer Service and Office Support:

• Provide front-line customer service for the Office of the President, greeting and assisting visitors, and responding to inquiries from internal and external stakeholders.
• Handle incoming and outgoing communications, including emails, phone calls, and mail, ensuring that responses are timely, professional, and appropriately routed.
• Assist with office supply management and administrative tasks to ensure the smooth operation of the Office of the President.

Confidentiality and Discretion:

• Handle highly confidential information related to the Office of the President and the District Governing Board with the utmost discretion, adhering to college policies and legal requirements.
• Ensure that sensitive communications and records are securely maintained and accessed only by authorized personnel.

Additional Responsibilities:

• Perform other duties as assigned by the Assistant to the President to support the operational needs of the Office of the President.
• Participate in relevant professional development opportunities to enhance skills and stay current with administrative best practices.
• Ability to become commissioned as a notary public for the College community.

Knowledge, Skills and Abilities

• Strong organizational skills with attention to accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and working independently in a dynamic environment.
• Able to maintain composure and discretion, especially when handling sensitive information.
• Knowledge of standard office work principles and practices. Advance knowledge of Microsoft Office Suite and Zoom.
• Skill in customer service. Ability to work occasional evenings and weekends, including attending District Governing Board meetings and other critical events.
• Ability to work in a multicultural collegial environment.

Minimum Qualifications

Associate's Degree in Business or related field and 2 years of experience; or 4 years of directly related experience; or any equivalent combination of education and experience sufficient to successfully perform the essential duties of the job and/or as approved by the Human Resources department.

Preferred:

• Bachelor’s degree preferred.
• Experience in event planning and coordination.
• Proficiency in Microsoft Office Suite and Zoom

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