Administrative Coordinator
Pima Community College

Pima Community College

Pima Community College Named Top University/College Employer in Arizona

Position Title: Administrative Coordinator

Department: Downtown Campus

Starting Rate: Band 4 - $22.64 - $25.49

Benefits: Summary

Closed Date: September 16, 2024, 5:00 PM Arizona Time

Position Summary:

The Applied Technology Administrative Coordinator provides programmatic and systematic support to the division. The Applied Technology Administrative Coordinator of administrative and financial operations of the division. The Applied Technology Administrative Coordinator provides support to the Academic Dean, faculty leadership, and staff by facilitating daily administrative and financial operations. Applied Technology Administrative Coordinator researches subjects, compiles information, analyzes data, solves problems, manages multiple budgets, prepares and reviews reports, organizes training sessions, monitors procedures, and advises on policies. The Applied Technology Program Coordinator actively trains and supervises new staff as well as monitors and mentors the experienced staff and faculty in procurement procedures and policies, oversees and mentors teammates for constant flow and completion of financial tasks and projects.

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

Duties and Responsibilities:

• Oversees the day-to-day administrative and financial operations of the Applied Technology division, monitoring and maintaining each academic departmental budget, the Dean's operational budget, general funds, capital funds, course fees by program, Business Relations funds, foundation donations, and grant funds
• Prepares/assists with Academic Dean's travel and PCard expense reports
• Manages Academic Dean's membership renewals and registrations
• Creates high-end purchase requisitions of a complex nature which require extensive knowledge of the procurement process while keeping abreast of changes and updates and close attention to detail
• Trains and monitors staff and department heads in multiple procurement practices and procedures, including: purchase requisitions, blanket purchase requisitions, budget reports, expense queries, PCard purchases, and Concur expense reports
• Tracks financial activity, analyzes division purchases, reviews invoices, and other financial transactions for accuracy and availability of funds; ensures compliance with College regulations and policies
• Organizes procurement compliance training for new staff and Department Heads as needed
• Provides administrative support to the Division Dean, Faculty, Staff and Students (prepares documents for electronic signatures, creates vehicle request forms, prepares FAMIS 360 work orders, emails Division faculty with meeting notices, reminders and deadlines, and assists with textbook adoptions, 2 ePARs, PAFs, Office Depot supply orders, Missing Grade Reports, Proof of Schedule in Pima Reports as needed, and assists students as well as other customers as needed)
• Functions as liaison to officials and dignitaries on behalf of the College. Establishes and builds positive working relationships with community agencies and organizations such as the Governor's Office, JobPath, SAMP, JTED, SARSEF, TEP, and Jr. Shark Tank. This includes coordinating with the responsible parties regarding logistics, hospitality, technology, parking, and other details necessary to ensure a successful event
• Collaborates with college personnel in the planning and organization of events within the college such as the Applied Technology Summit, Career Fairs, Signing Day, Employee Appreciation, holiday events, hiring committees, student recognition celebrations, and other events as needed. Also coordinates scheduling of conference and meeting rooms for other divisions of the College
• Schedules and coordinates Applied Technology Advisory meetings, arranges logistics and hospitality, drafts and distributes meeting notes, and maintains digital and physical records
• Coordinates/collaborates regularly with the District Procurement Department, Accounts Payable, Travel Services, Property Control, Facilities, and Environmental Health & Safety to ensure compliance and consistency of operations with College policies and practices. The information obtained is shared and enforced within the Division
• Prepares budget reports, grant reporting forms, purchase requisitions, blanket purchase requisitions, PO Change Order Request Forms, Payment Request Forms, Payment Request Forms for Foundation, Exception to Policy Forms, Reallocation of Capital Projects Forms, Media Design and Print Service Request Forms and other financial documents as needed
• Maintains continuity of work operations by documenting and communicating needed actions to leadership, discovering irregularities, and determining continuing needs
• Resolves administrative problems by analyzing information and identifying and communicating solutions
• Accomplishes Division tasks and projects by required deadlines
• Inventories and orders office and conference/meeting room supplies
• Serves as a resource and provides one-on-one training in Google Applications, Adobe Acrobat Pro, Adobe Sign and Microsoft Excel to faculty and colleagues within the Division and throughout the College. Performs all other duties and responsibilities as assigned or directed by the supervisor

• Associates Degree/Vocational or technical training in office management and
• Three to five 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

• Bachelor's degree and/or advanced certification in administrative support or related area

• 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