Job Details

This ad is expired.

Administrative Assistant 2, Facilities

Position Number: 4826889
Location: Tucson, Arizona
Position Type: Secretary and Administrative Assistants

APPLY: https://pima.csod.com/ux/ats/careersite/8/home/requisition/2414?c=pima

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. 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.

Duties and Responsibilities:

Provides advanced office support to administrative staff and assists faculty by answering, screening and directing phone calls; reviews and responds to emails; prepares and proofs reports, letters, spreadsheets and requisitions; coordinates meetings, and takes notes

Serves as first point-of contact for inquiries, complaints, and concerns. Interacts with students, faculty, staff, and the general public to answer questions concerning processes and procedures or confidential issues or concerns

Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, 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

Participates in development of master schedule with management administrative staff. 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

Coordinates projects with Academic Deans and Department Heads regarding budget, confidential records, and upcoming projects

Develops and implements training for staff. Functions as a liaison between students, faculty, staff, and the general public

Updates confidential files and records for students and staff. 9. Orders and maintains materials and supplies

Performs all other duties and responsibilities as assigned or directed by the supervisor

APPLY: https://pima.csod.com/ux/ats/careersite/8/home/requisition/2414?c=pima

Job Requirements:

High school diploma or GED and

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

An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above

Preferred:

Associates Degree/Vocational or technical training in office management

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

Ability to develop and maintain effective and positive working relationships

APPLY: https://pima.csod.com/ux/ats/careersite/8/home/requisition/2414?c=pima